Secretary in the Medical Dean's Office (Research Assistant)
The Faculty of Medicine Dean's Office has an opening for a Secretary position (Research Assistant), who will be responsible for receiving all incoming calls, maintaining appointments diary, keeping all filing current on a daily basis, receiving and distributing incoming mail, maintaining and operating office machines, maintaining office supplies at workable levels and preparing a variety of departmental statistical and tabulated reports.
Knowledge of the department as well as secretarial practices & procedures. Knowledge of basic filing systems and references. Basic knowledge of Hospital practices.
Education: Minimum Education: Bac II plus a Diploma in secretarial work. Preferred Education: Bachelor's Degree Field of Expertise: Secretary, Business, etc.
Experience: Minimum Experience: 2 - 3 years of experience as a secretary in a related health care setting.
Languages: Minimum Languages: Arabic and English (IET score >/= 500). Preferred Languages: French is an asset.
Computer Skills: Good familiarity with commonly used Microsoft applications such as word processing, spreadsheet, PowerPoint, Outlook and database software packages. Ability to type English at 40 w.p.m. as well as knowledge of Arabic typing.
A - Administrative/Miscellaneous Duties
Type and edit the following: letters, memos, presentations, manuals, statistical reports, announcements, minutes, policies and procedures and special reports, etc.
Receive incoming mail, sort it into confidential, non-confidential, and according to instruction given, open mail, record receipt, where necessary, and indicate documents for further action. Receive and register outgoing mail and pass for distribution.
Maintain the inventory of the department by checking the availability of supplies, preparing requests for replenishment, receiving supplies and maintaining adequate inventory and organizing them neatly in the storeroom.
Record, register and file all documents, correspondence, etc. Maintain and improve filing system to ensure efficient access and security at all times.
Organize the logistics for meetings and teleconferences. This includes reserving the meeting venue, notifying prospective attendees pre and post-meeting correspondences, meeting minutes and records, and any required follow-up.
Ensure proper operation of equipment by completing preventive maintenance requirements, following manufacturers’ instructions, troubleshooting malfunctions, calling for repairs, maintain equipment inventories, and evaluate new equipment and techniques.
Coordinate multiple schedules for visiting groups, and arrange all their activities including travel, lodging arrangements, transportation and meals.
Administer the win time application for the department.
Keep an updated inventory sheet of orders and supplies
B - Receptionist Duties
Answer all incoming calls, take messages and arrange for appointments as required.
Communicate verbally and in writing to answer inquiries and provide information.
Liaise with internal and external contacts.
Place outgoing calls as requested and pass messages to the concerned staff.
Kindly email your CV to Maha istanbouli at firstname.lastname@example.org by March 29, 2019.
Kindly note that only shortlisted applicants will be contacted.
Within the framework of Lebanese Law, the American University of Beirut is an equal opportunity employer.