Associate Executive, OCEAN (1-year contract)

JOB SUMMARY

1. Provide administrative support to OCEAN – MID
2. Deliver logistical support for OCEAN – MID events and functions
3. Perform data management and assist data access requests

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DUTIES AND RESPONSIBILITIES

• Provide comprehensive secretariat support to the Administrative Director of OCEAN, including managing calendars, coordinating meetings, booking meeting rooms, arranging travel schedules and processing claims
• Deliver administrative and secretariat support for efficient execution of departmental administrative, operational and clinical matters
• Record and update department’s calendar and meeting minutes
• Provide data management supports (e.g., data collation, data extraction, database management, etc.)
• Assist to manage data access and sharing requests through institution-selected platforms, ensuring proper approval and documentation
• Achieve Key Performance Indicators (KPI) defined for administration and facilitation of data access and sharing requests
• Assist to perform simple data analysis (e.g., report generation, KPI tracking, etc.)
• Process stationery and equipment orders through CER, Requisition Database, and e-procurement systems
• Handle requisitions for miscellaneous items from external vendors, e.g. software, etc.
• Coordinate and maintain office asset inventory, including tracking office supplies and equipment/ assets, arranging maintenance when needed, and managing the disposal of outdated or unused items
• Submit eJR requests for IT-related issues
• Process cheque requests and petty cash reimbursement
• Support the preparation and implementation of department events, workshops and training sessions
• Coordinate communication within the department and with other departments in the hospital
• Proactively identify and report potential work-related issues to the Supervisor
• Perform duties as assigned by the Supervisor or Head of Department
• Maintain strict adherence to security protocols at all times
• Support workplace safety and ensure office environment meets safety standards

JOB REQUIREMENTS

• Diploma in Business Studies, Business Administration, Computing, Statistics or related fields
• Prior administrative experience in healthcare settings is preferred, but not a must
• Preferred with project management or data management background
• Good written and verbal communication abilities with good attention to detail
• Ability to work independently and collaboratively and in a team
• Proficient in Microsoft Office applications (Excel, PowerPoint and Word)
• Ability to do programming is an added advantage