Administrative Assistant - Hospital Affairs

About the Role

Batterjee Medical College is looking for a meticulous and well-organized Administrative Assistant to join the Hospital Affairs Department. This role involves providing comprehensive administrative, clerical, and coordination assistance while supporting financial and accounting functions to ensure smooth departmental operations.

Key Responsibilities

• Deliver daily administrative assistance including document preparation, formatting reports, correspondence, presentations, and official paperwork.
• Manage calendars, schedule meetings and appointments, organize sessions, create agendas, take meeting minutes, and track follow-up tasks.
• Maintain orderly physical and digital filing systems to preserve departmental documents.
• Professionally manage incoming communications such as calls, emails, and other correspondence.
• Assist in preparing departmental budgets, financial reports, and summarizing expenditures.
• Handle purchase requests, purchase orders, invoices, and payment-related documentation accurately.
• Track and maintain precise records of departmental expenses and reconcile financial documents before submission.
• Liaise with the Finance Department on matters like payments, budgeting, vendor documentation, and financial workflows.
• Maintain comprehensive records of contracts, service agreements, and other financial documents.
• Coordinate with hospitals, healthcare partners, vendors, and internal teams concerning Hospital Affairs activities.
• Compile and keep updated departmental reports, statistics, and operational files.
• Support management of agreements, contracts, MOUs, and partnership documents ensuring compliance with institutional policies.
• Monitor office supplies and facilitate procurement as needed.
• Uphold confidentiality standards for all departmental and financial information.
• Assist with audit preparations by gathering requested documentation and records.
• Contribute to departmental projects, events, and other administrative tasks as assigned.

Skills and Requirements

• Possess a Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline.
• Bring 2 to 4 years of relevant administrative experience, ideally in healthcare, hospital settings, or higher education.
• Experience in financial or accounting support functions is highly desirable.
• Familiarity with handling invoices, purchase requests, budget tracking, and vendor documentation is advantageous.
• Strong organizational and administrative capabilities with a solid grasp of accounting principles and financial documentation.
• Proficient in Microsoft Office applications, particularly Excel.
• Experience with ERP or accounting software is preferred.
• Excellent communication skills both written and spoken.
• Attention to detail with accuracy and ability to manage multiple priorities under deadlines.
• Demonstrate professionalism, integrity, and confidentiality at all times.
• Effective interpersonal skills for coordination with various stakeholders.
• Fluency in both Arabic and English languages.