Position Title: IMB NCD Administrative
Coordinator
Reports to: NCD Director (primary)
Oncology Program Officer (secondary)
Location: Butaro, Rwanda
PIH ORGANIZATIONAL PROFILE
Partners In Health (PIH), headquartered in Boston, MA, is an
internationally recognized non-profit organization whose mission is to provide
a preferential option for the poor in health care. Through its service
delivery, training, advocacy and research, PIH works globally to bring the
benefits of modern medical science to those most in need and to serve as an
antidote to despair. PIH has major programs in Haiti, Peru, Guatemala, Mexico,
Russia, Rwanda, Lesotho, Malawi, Burundi, Kazakhstan, the Dominican Republic,
and Boston, working tirelessly to lessen the joint burden of disease and
poverty.
This is an exciting time for PIH. The organization is taking
on immense challenges, while its increasing visibility has brought the
opportunity to influence even greater changes on the global stage. Butaro
Cancer Center of Excellence was inaugurated in July 2012 as a national referral
site for Oncology and Pathology services in Rwanda, since then patient care and
pathology testing demands have increased and related administrative volume has
also expanded. As the work continues to expand, PIH seeks individuals
committed to the mission and values of the organization to join the
team.
SUMMARY OF ROLE & RESPONSIBILITIES
The Oncology Administrative Coordinator is a position
intended to provide higher level administrative support to the IMB NCD/Oncology
Program. The job comprises of four primary areas: 1) ongoing
administrative support to facilitate NCD/Oncology clinical care and
programmatic activities, 2) technical support and mentoring of Butaro-based
Oncology administrative assistant, 3) mentoring and support of Butaro-based
Cancer nurse coordinator and pathology lab technicians in their programmatic
duties, 4) facilitation of communication and coordination between Butaro-based
clinical, pathology and pharmacy team members.
SPECIFIC RESPONSIBILITIES
- Programmatic
administrative support
1.
Pathology:
1.
Disseminate pathology reports to requesting
clinicians, at PIH-supported facilities and outside
2.
Manage pathology biopsy tracker*
3.
Identify and trouble shoot pathology reports
that are delayed*
4.
Arrange transport of pathology specimen from
Butaro to Boston (including DHL courier processing)
5.
Serve as communication liaison between BWH
Pathology lab, Butaro pathology lab and IMB NCD Program
6.
Compile feedback on pathology forms
documentation, specimen preparation and other quality improvement
considerations
7.
Prepare monthly reports on pathology lab
progress and challenges*
8.
Compile pathology SOPs and maintain hard and
soft copy filing
9.
Maintain stock of blank pathology forms
10.
Facilitate management of ipath system
2.
Clinical: (supporting IMB NCD Admin assistant to
do the following)
0.
Identify patients who are lost to follow up,
work with Cancer nurse coordinator, Head of NCD Clinic and NCD EMR program
assistant to minimize loss to follow up
1.
Support efforts for clinicians to use EMR tools
for patient follow up and general clinical care (including OpenMRS training,
utilization of EMR reports)
3.
Pharmacy and Procurement:
0.
Working with IMB and Butaro Pharmacy teams,
conduct regular manual counts of stock and identify medicines and consumables
that are below threshold with a view of minimizing stock outs
1.
Working with IMB Pharmacy team, support
trainings and facilitate consistent use of Pharm EMS at Butaro Pharmacy
2.
Facilitate process of medications and
consumables requests from Butaro Pharmacy to Cancer ward, Infusion center and
NCD Clinic
4.
Consistently work with teams to identify
challenges in clinical-, pathology- and pharmacy-related workflow; highlight
areas of quality improvement relevant to the above to Oncology Program Officer;
work, under the guidance of Oncology Program Officer and NCD Director, to
address these at Butaro.
- Logistics
and Event planning
0.
Follow up/coordinate paper work and orientation
of visitors, trainers and new team members
1.
Confirm logistics for above and transport
requests for Rwanda-based team members
2.
Provide additional hospitality support for high
level Rwanda-based visitors
- Mentoring
and capacity transfer:
0.
Support and mentor NCD/Oncology administrative
assistant in time management and organizational skills
1.
Support and mentor Oncology cancer coordinator
and pathology lab technicians in their respective programmatic roles
- Miscellaneous:
0.
Draft and distribute minutes for all
NCD/Oncology programmatic meetings held at Butaro
1.
Working with Butaro logistics team, provide
logistics and hosting support for NCD/Oncology related visitors
2.
Provide other admin supports, as requested
POSITION REQUIREMENTS & IDEAL ATTRIBUTES
- A
bachelor’s degree or higher
- At
least 1 year work experience, preferably in administrative or management
role
- Experience
in international healthcare and/or work in resource-poor settings is
preferred
- Demonstrated
possession of excellent interpersonal, communication and organizational
skills; written and oral communication skills; and an understanding of
interactive skill building and mentoring
- Demonstrated
ability to manage and prioritize a variety of complex tasks
simultaneously.
- Ability
to work productively in highly collaborative settings while also able to
function independently.
- Demonstrated
ability to interact professionally with culturally- and literacy- diverse
individuals.
- Highly
computer literate; Experience with computer applications and
Internet-based research.
- French
proficiency (written and spoken) preferred.
- Understands
and upholds principles of health equity and social justice
BENEFITS
Full-time position is eligible for a comprehensive benefits
package, in addition to visa fee support, clinical licensing support as
applicable, and airtime for communication fees as related to placement in
Rwanda.
