Office Manager to the Chief Operating Officer (COO)

Office Manager to the Chief Operating Officer (COO), Jerusalem, National position.

Position Type and Closing Date

Full Time position, National Position.

Location: Based on Jerusalem

Report to: Chief Operating Officer

Supervising: Non

Closing date for applications: 19/05/2024

Applicants are required to uphold the core values of our organization.

The Augusta Victoria Hospital (AVH) is a medical center of excellence that has been providing healthcare services and other health programs for about 70 years to Palestinians, including refugees from throughout the West Bank and Gaza. AVH, a program by the Lutheran World Federation, serves patients regardless of race, religion, ethnicity, age, gender, sexual orientation, or political conviction, without discrimination or favoritism; It is a modern tertiary care facility that serves the most disadvantaged patients from Gaza and the West Bank and has a special historic relationship with the United Nations Relief Works Agency (UNRWA) for Palestine Refugees

For additional information, please see www.lutheranworld.org/World Service.

Terms of Reference

Main outcome of the role:

The Office Manager will provide administrative and operational support to the Chief Operating Officer and assist in managing the day-to-day operations of the hospital. This role requires a proactive and detail-oriented individual with strong organizational and communication skills, attention to detail, and the ability to multitask as well as the ability to handle confidential information in a fast-paced healthcare environment.

Key Relations: The Office Manger reports directly to the COO. This position works closely with AVH staff, administrative staff.

Key Responsibilities:

1. Administrative Support: Provide administrative assistance to the COO, including managing calendars, scheduling meetings, arranging travel plans, and handling correspondence.
2. Document Management: Maintain and organize electronic and physical files, records, and documents related to hospital operations, policies, procedures, and projects.
3. Meeting Coordination: Coordinate and schedule meetings, conferences, and presentations for the COO, including preparing agendas, gathering materials, and taking meeting minutes.
4. Communication Liaison: Serve as a primary point of contact for internal and external inquiries, emails, and phone calls directed to the COO's office, and ensure timely and appropriate responses.
5. Project Management: Assist in managing special projects and initiatives as assigned by the COO, including coordinating project timelines, tracking progress, and preparing status reports.
6. Policy and Procedure Compliance: Ensure compliance with hospital policies, procedures, and regulatory requirements by assisting in the development, review, and implementation of operational guidelines and protocols.
7. Training and Development: Coordinate training sessions, workshops, and professional development programs for hospital staff as directed by the COO and assist in tracking employee training and certification requirements.

8.Procurement Coordination: Work closely with the procurement department to facilitate the timely processing of orders and ensure adherence to delivery schedules.

9.Perform any other duties assigned by the COO to ensure the efficient operation of the office.

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Qualifications:

- Bachelor's degree in healthcare administration, business management, or related field preferred.

- Proven experience in administrative support roles, preferably in a healthcare or hospital setting.

- Strong organizational skills with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.

- Excellent communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software applications.

- Ability to maintain confidentiality of sensitive information and exercise discretion in handling confidential matters.

- Knowledge of healthcare operations, regulatory requirements, and quality improvement principles is a plus.

-Fluency in English and in Arabic. Hebrew is a plus.

-Valid Driving License.

The Lutheran World Federation (LWF) is a global communion of 148 churches in the Lutheran tradition, representing 75.5 million Christians in 99 countries. LWF World Service works in 25 countries in Africa, Asia, the Middle East, Latin America and the Caribbean.  LWF Jerusalem program has served the Palestinians in Jerusalem, West Bank and Gaza through humanitarian, health and educational programs since 1948. LWF manages the Augusta Victoria Hospital, two vocational training centers in Ramallah and in East Jerusalem and its central office is on the Mount of Olives.

Please apply on the following link:Office Manager to the Chief Operating Officer (COO)