Job Description

Job: Administrative Coordinator Work Location: Qatar Organization: Student Affairs Division Work Days: Sunday-Thursday Sponsorship Eligibility: No Classification: Full Time Posting End Date: July 03rd, 2024

Position Summary

The position provides administrative support and coordinates all activities in the assigned division.

Job Responsibilities

Undertakes divisional leave administration within the e-Time system and maintains staff schedules, calendars, and yearly planner for the designated areas. Initiates and tracks purchase requisitions and manages the division's P-card ensuring the availability of adequate materials and supplies. Serves as a liaison with internal and external stakeholders for tracking and logging invoices, payments, and other ongoing requests until closure. Prepares, updates, and maintains documentation, reports, databases, and presentations related to the division in electronic and hard copy format. Actively participates in projects, tracking progress and assists with planning and organizing special events and programs. Screens, sorts, logs, and drafts memos, notifications and other communications related to the division. Coordinates the travel logistics, conference registrations, etc. and assists with compiling the reimbursement forms for the designated unit leadership and staff. Updates and maintains divisional policies and procedures, disseminating information as advised. Schedules meetings, prepares agendas, records, and transcribes the minutes of the meetings taking appropriate action as required. Provides onboarding support for new hires, including initiating SPRF forms, user relocation, and space modifications. Also responsible for maintaining space allocation data for the division. Tracks inventory and stationery and manages goods for the unit, including receiving goods, logging, handover and updating information where required. Perform other duties as assigned.

Education

Bachelor's Degree

Experience

Bachelor's Degree in any discipline, preferably Administrative Sciences, with 6 - 7 years of administrative experience. Prior experience in higher education, healthcare or research setup is an added advantage. Previous experience in tracking finance-related details for the division. Previous experience in working with students directly.

Knowledge, Skills and Abilities

Customer-focused with strong verbal and written communication skills. Excellent organizational skills with the ability to prioritize tasks in a challenging environment. Good problem-solving skills and attention to detail. Ability to work both independently and as part of a team. Proficient in using Enterprise Resource Planning (ERP) systems, such as SAP and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).

Licenses and Certifications

Working Conditions/Physical Demands

Weill Cornell Medicine-Qatar was established in 2001 as a partnership between Cornell University and Qatar Foundation (QF). The first medical school in Qatar and a pioneer of coeducation at the university level, WCM-Q offers an integrated Six-Year Medical Program that incorporates pre-medical and medical studies and leads to the Cornell University M.D. degree. Teaching is by Cornell and Weill Cornell faculty, including physicians at Hamad Medical Corporation (HMC) who hold Weill Cornell appointments. Enrollment has grown rapidly from 25 first-year pre-medical students in the fall of 2002 to over 300 students from more than 30 countries today. WCM-Q is part of Weill Cornell Medicine in New York City, which was founded over 100 years ago, and shares the same mission:

to provide the finest education possible for medical students

to conduct research at the cutting edge of knowledge

to improve healthcare both now and for future generations

to provide the highest quality of care to the community

WCM-Q's home city is Doha, a thriving cosmopolitan metropolis with a culturally diverse population, a rapidly growing economy, and modern infrastructure. WCM-Q is a member of Qatar Foundation, a not-for-profit organization with multiple centers focused on education, research and innovation, and community development. WCM-Q is located within Education City, the flagship development of QF, which occupies more than 12 square kilometers and is home to some of the world's leading educational institutions, including Hamad Bin Khalifa University, and overseas campuses of elite universities, such as VCUarts Qatar, Texas A&M University at Qatar, Northwestern Qatar, Georgetown University in Qatar, Carnegie Mellon University in Qatar, and HEC Paris in Qatar.

Weill Cornell Medicine-Qatar is an Equal Employment Opportunity/Minorities/Females/Vet/Disabled employer.