Administrative Assistant- Hospital Affairs

About the Role

Batterjee Medical College is seeking a meticulous and proactive Administrative Assistant to join the Hospital Affairs Department. This role is pivotal in ensuring the smooth and efficient operation of the department by providing comprehensive administrative, clerical, and financial support. The ideal candidate will possess a strong background in accounting or finance, exceptional organizational abilities, and the capacity to manage documentation, financial records, and departmental coordination with precision and discretion.

Key Responsibilities

The Administrative Assistant will play a multifaceted role, encompassing the following core responsibilities:

Administrative Support

• Provide high-level administrative support to the Hospital Affairs Department, ensuring seamless day-to-day operations.
• Prepare, format, and maintain professional reports, correspondence, presentations, and official documents with meticulous attention to detail.
• Manage calendars, appointments, meetings, and departmental schedules to optimize productivity and coordination.
• Organize and facilitate meetings by preparing agendas, recording minutes, and following up on action items to ensure accountability.
• Maintain well-organized physical and electronic filing systems to facilitate easy retrieval and compliance with record-keeping standards.
• Handle incoming calls, emails, and correspondence with professionalism and a customer-centric approach.

Financial & Accounting Support

• Assist in the preparation of departmental budgets, financial reports, and expenditure summaries to support informed decision-making.
• Process purchase requests, purchase orders, invoices, and payment documentation accurately and in a timely manner.
• Monitor departmental expenses and maintain precise financial records to ensure compliance with budgetary allocations.
• Reconcile invoices, quotations, and supporting documents before submission for payment to prevent discrepancies.
• Collaborate closely with the Finance Department to facilitate payments, manage budgets, and ensure alignment with financial processes and vendor documentation.
• Maintain accurate records of contracts, service agreements, and financial documentation to support audits and regulatory compliance.
• Assist in tracking departmental budgets and monitoring expenditures against approved allocations to identify variances and recommend corrective actions.

Coordination & Documentation

• Coordinate effectively with hospitals, healthcare partners, vendors, and internal departments to support Hospital Affairs initiatives and projects.
• Prepare and maintain departmental reports, statistics, and operational documentation to provide insights into departmental performance.
• Support the administration of agreements, contracts, memoranda of understanding (MOUs), and partnership documentation to ensure compliance with institutional policies.
• Ensure all documentation adheres to institutional policies and record management procedures to maintain integrity and accessibility.

Office Administration

• Monitor office supplies and coordinate procurement requests to ensure an adequately stocked and functional workspace.
• Uphold the confidentiality of departmental and financial information to safeguard institutional integrity and compliance.
• Support audits by preparing and organizing requested documentation and records in a timely and accurate manner.
• Assist with departmental projects, events, and other administrative initiatives as assigned to contribute to the department’s strategic goals.

Requirements & Qualifications

To excel in this role, candidates must meet the following criteria:

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field from an accredited institution.
• Minimum of 2–4 years of relevant administrative experience, preferably within healthcare, hospitals, or higher education settings.
• Proven experience supporting financial or accounting processes, including invoices, purchase requests, budgets, and vendor documentation, is highly advantageous.
• Strong proficiency in Microsoft Office Suite, with advanced skills in Excel for financial analysis and reporting.
• Familiarity with ERP or accounting systems is preferred but not mandatory.
• Exceptional written and verbal communication skills in both Arabic and English to facilitate effective collaboration and documentation.
• Demonstrated ability to prioritize tasks, manage deadlines, and work efficiently under pressure.
• High level of professionalism, integrity, and confidentiality in handling sensitive information.
• Strong interpersonal skills and the ability to coordinate effectively with stakeholders at all levels.