Administrative Assistant (Teleradiology)

The Administrative Assistant (Teleradiology) provides efficient administrative support to the Global Teleradiology and QC Centre in Manila, assisting with procurement, human resources, reporting, billing, documentation, logistics, and coordination with various units and international staff.

Responsibilities

• Facilitate the timely and efficient completion of the administrative work of the Teleradiology Center in terms of procurement, human resources, or any other related matter and coordinate with respective units for the different activities, and perform housekeeping activities.
• Actively participate in various radiology related reports, data analyses and surveys. And assist in compilation of the monthly, quarterly, and yearly Teleradiology activity reports, in coordination with the respective colleagues, and assist in editing other material produced by the Center.
• Prepare the monthly invoices for billing non-IOM clinics for the Teleradiology service and the request for payment for the Teleradiology consultant radiologists, based on the summary caseload prepared by the Teleradiology data reporting and coordinate with the appropriate units and the clinics, and follow up to ensure timely billing and payments.
• Assist the documentation of resources and updating the information in the Teleradiology webpage keeping the records up to date and uploading current events and activities, guidelines, SOPs, manuals and other information related to the radiology services, in coordination with the respective colleagues in the Center and colleague in the field operations.
• Keep records and track expiry dates of the Teleradiology Center documents including contracts, Teleradiology service agreements, professional license, invoices, receipts, purchase requests and timely notify the respective bodies, and ensure timely renewal.
• Provide the necessary assistance to new staff providing the needed items and orientation including account creation, the necessary office equipment, and arranging security trainings.
• Coordinate the logistic arrangements for the Center events such radiology training workshops, staff travel, preparations for the meetings and high-level visitors, and yearly team building activities and social events of the Center as needed, in coordination with the respective units and staff in the Center.
• Coordinate with IOM country operations globally, the Teleradiology technical support team for different administrative matters as needed
• Assist the Teleradiology workflow when needed, such as checking the bio-data on the Chest XRays, uploading the Chest x-rays to eMedical system, coordinate with focal persons in the country operation, the radiologists when the cases are ready for submission, and producing the daily start summary and communication the field missions.
• Provide support during weekends, holidays or outside working hours as well as “stand-by” focal on a rotation basis as needed.
• Perform such other duties as may be assigned.

Requirements

• University Bachelor’s degree in Business Administration, Finance, Accounting, Social Science, Communication, or any other related field from an accredited academic institution, with three (3) years of relevant professional experience preferably in administrative capacity; or, Completed High School degree from an accredited academic institution, with five (5) years of relevant professional experience.
• Work experience in handling administrative and financial matters, as well as communication, tracking and keeping records of projects, and writing reports.
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.
• Experience and understanding of IOM Teleradiology workflow an advantage.
• Previous work experience in an international organizations and companies an advantage.
• Good verbal and written communication, attention to detail, and interpersonal skills.
• Excellent knowledge and skill in using Microsoft package and other software and technologies.
• Problem-solving and critical thinking skills an advantage.

Skills

• Administrative Support
• Finance Administration
• Project Progress Tracking
• Report Writing
• MS Word
• Excel
• Spreadsheet analysis
• Data Analysis
• Procurement Support
• Human Resources Support
• Billing Documentation
• Logistics Coordination
• Communications Skills
• Records Keeping
• Teleradiology Workflow
• Microsoft Office Suite
• Interpersonal Skills

Languages

English