Associate Executive, OCEAN

JOB SUMMARY

1. Provide administrative support to OCEAN – MID
2. Deliver logistical support for OCEAN – MID events and functions
3. Maintain and perform data entry services

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DUTIES AND RESPONSIBILITIES

•  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
• 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
• 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tracking office supplies and equipment/ assets, arranging maintenance when needed, and managing the disposal of outdated or unused items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