Administrative Assistant to the Medical Director

JOB DESCRIPTION

Position Title:       Administrative Assistant to the Medical Director
Location:               Kigutu
Department:         Kigutu Hospital & WHP
Reports To:          Medical Director

Position Type:      Full-Time

About Village Health Works (VHW) 

Village Health Works is a 501(c) (3) social justice organization founded on the belief that health equity is not a commodity, but a right. VHW’s mission is to provide high-quality, compassionate healthcare and education to the most vulnerable populations, based on critical thinking, in a dignified environment. Rooted in the communities it serves, VHW employs a holistic model that integrates clinical services with education, food security, economic development, environmental protection, music, and the arts. With an 85,000 sq. ft. teaching hospital, a comprehensive health system, and the Kigutu International Academy, VHW addresses the root causes of poverty and promotes long term, sustainable change.

VHW Core Values 

• Dignity: Every member of VHW’s team must value the inherent dignity in each individual.
• Excellence: We aspire to excellence in all we do and hold ourselves to the highest standards.
• Compassion and Justice: These are the heart of our mission and guide all of our actions.
• Boldness and Perseverance: We are courageous in addressing challenges and persistent in
• pursuing our goals.
• Accountability: We are accountable to each other, our community, and those we serve.

Job Summary:

The Administrative Assistant to the Medical Director is responsible for providing high-level administrative support to the Medical Director, ensuring the efficient operation of the medical office or department. This role includes managing schedules, coordinating communications, preparing reports, and assisting with various administrative tasks to support the Medical Director’s leadership and decision-making. The successful candidate must be highly organized, detail-oriented, and capable of handling sensitive information in a confidential manner.

Key Responsibilities:

1. Calendar and Schedule Management (25%):

1. • Manage the Medical Director’s calendar, scheduling meetings, appointments, and travel arrangements.
   • Coordinate and prioritize requests, ensuring timely communication and preparation for meetings.
   • Prepare and organize meeting agendas, presentations, and necessary materials.
2. Communication and Correspondence (20%):
   • Serve as the primary point of contact between the Medical Director and internal/external stakeholders.
   • Draft, review, and send correspondence on behalf of the Medical Director, ensuring clarity and professionalism.
   • Handle incoming calls, emails, and other forms of communication, prioritizing and directing inquiries appropriately.
3. Document Management (15%):
   • Assist with preparing reports, medical records, presentations, and other documents as required by the Medical Director.
   • Maintain and update medical records, databases, and filing systems to ensure accurate and timely retrieval of information.
   • Ensure confidentiality and security of all sensitive documents and patient information in compliance with privacy regulations (HIPAA).
4. Coordination of Projects and Events (15%):
   • Organize and assist with meetings, conferences, workshops, and other events coordinated by the Medical Director.
   • Ensure that all logistics, including meeting room arrangements, materials, and participant coordination, are handled efficiently.
5. Financial and Budget Support (10%):
   • Assist with tracking departmental expenses, processing invoices, and managing budget-related tasks.
   • Coordinate with the finance department to ensure accuracy in budget reporting and financial documentation.
6. General Administrative Support (15%):
   • Perform general office duties such as ordering supplies, maintaining office equipment, and ensuring the smooth operation of the office environment.
   • Handle any additional tasks assigned by the Medical Director, demonstrating flexibility and a proactive approach.

Required Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree in administration, healthcare, or a related field preferred.
• Proven experience as an administrative assistant, preferably in a medical or healthcare setting.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to handle sensitive information confidentially and professionally.
• Detail-oriented with excellent problem-solving skills.

Preferred Qualifications:

• Experience in a healthcare environment, particularly supporting medical professionals or directors.
• Familiarity with medical terminology and healthcare practices.
• Knowledge of HIPAA and other relevant healthcare regulations

How to Apply 

Please email the following documents to jobs@villagehealthworks.org the subject line: Administrative Assistant to the Medical Director.

1. A cover letter explaining your interest in the role and how your experience aligns with the position
2. Your current resume/CV
3. Contact details for three (3) professional references (including one former supervisor) Deadline
4. Certified copy of diplomas and training certificates
5. Job Certificates

Applications will be reviewed on a rolling basis until July 06, 2026. Only shortlisted candidates will be contacted.

Equal Opportunity Statement 

Village Health Works is an equal opportunity employer. We value diversity and encourage applications from women, Burundian nationals, and individuals from underrepresented communities. Village Health Works considers all applicants based on merit without regard to race, color, religion, gender, gender expression, age, national origin, disability, marital status, sexual orientation.