Program Secretary

Description

The Program Secretary at Shifa Tameer-e-Millat University plays a vital role in supporting program operations and ensuring smooth administrative processes. This position involves managing calendars, coordinating meetings, preparing documents, and handling various correspondence tasks to facilitate efficient communication and organization within the university. The ideal candidate has at least one year of relevant experience and demonstrates proficiency in various software tools including Microsoft Outlook and Electronic Health Record systems. While this role does not involve managing a team, the Program Secretary works closely with faculty, staff, and external stakeholders to uphold the university’s standards for accuracy and professionalism. This role requires strong organizational skills combined with attention to detail to manage appointment scheduling, minute taking, and database management effectively. The Program Secretary is responsible for preparing agendas, pre-read materials, and ensuring proper documentation of meetings. Experience with electronic health record systems such as Oracle Health (Cerner) and practice management software is important to support health-related academic programs. The ability to multi-task, prioritize work, and maintain confidentiality is essential for success in this role within an academic medical environment.

Responsibilities

• Manage and maintain calendars using Microsoft Outlook to organize appointments, meetings, and events efficiently.
• Coordinate and schedule meetings, including preparation of agendas, pre-read materials, and ensuring timely communication with participants.
• Take accurate minutes during meetings and distribute them to relevant stakeholders promptly.
• Prepare, proofread, and format correspondence, reports, and documents to ensure clarity and professionalism.
• Maintain and update databases and records, including data entry and management within Electronic Health Record (EHR) systems and practice management software.
• Support the integration and usage of Electronic Health Records (EHR) such as Oracle Health (Cerner) to facilitate program-related health data management.
• Assist in managing correspondence both internal and external to the university, ensuring timely responses and follow-ups.
• Organize and file physical and electronic documents ensuring easy retrieval and compliance with university policies.
• Liaise with faculty, staff, and external partners to support program operations and communication flow.
• Handle appointment scheduling and calendar management to maximize efficiency and avoid conflicts.
• Ensure confidentiality and proper handling of sensitive information related to academic and health records.
• Assist in database management by updating records and supporting data integrity and security protocols.
• Provide general administrative support to enhance the effective running of academic health programs.

Experience

1 Year

Apply By

Dec 6, 2026

Required Skills

• Calendar Management
• Meeting Coordination
• Minute taking
• Correspondence Management
• Document Preparation
• Data Entry
• Appointment Scheduling
• Calendar Management with Microsoft Outlook
• Database Management Systems
• Electronic Health Record (EHR) systems
• Practice management software
• Electronic Health Records (EHR) Integration
• Oracle Health (Cerner) EHR

Nice to Have Skills

• Agenda and Pre-Read Preparation