Administrative Assistant- Hospital Affairs

Join Our Dynamic Hospital Affairs Team as an Administrative Assistant

Batterjee Medical College is seeking a meticulous and highly skilled Administrative Assistant to bolster the Hospital Affairs Department. In this pivotal role, you will provide indispensable administrative, financial, and coordination support to ensure seamless operations and compliance within the department. This is an opportunity to contribute to the strategic success of a leading healthcare institution while honing your expertise in finance, administration, and stakeholder relations.

As the backbone of the Hospital Affairs Department, you will play a critical role in maintaining organizational efficiency, managing financial processes, and fostering collaboration across internal and external stakeholders. Your ability to balance administrative precision with financial acumen will be instrumental in supporting the department’s goals and ensuring regulatory compliance.

Key Responsibilities

Your role will encompass a diverse range of responsibilities, blending administrative excellence with financial oversight:

• Administrative Excellence: Deliver comprehensive day-to-day administrative support to the Hospital Affairs Department, ensuring all operations run smoothly and professionally. Prepare, format, and maintain high-impact reports, correspondence, presentations, and official documents with impeccable attention to detail.
• Calendar and Meeting Coordination: Manage departmental calendars, appointments, and schedules with precision, organizing meetings, preparing agendas, recording minutes, and ensuring timely follow-ups on action items. Act as the primary point of contact for internal and external communications, handling incoming calls, emails, and correspondence with professionalism and discretion.
• Financial and Accounting Support: Assist in preparing departmental budgets, financial reports, and expenditure summaries, ensuring accuracy and alignment with institutional goals. Process and reconcile purchase requests, purchase orders, invoices, and payment documentation, coordinating closely with the Finance Department to maintain transparent and compliant financial processes.
• Documentation and Compliance: Maintain meticulous records of contracts, service agreements, and financial documentation, ensuring all materials adhere to institutional policies and record management procedures. Support the administration of agreements, MOUs, and partnership documentation, contributing to the department’s strategic partnerships and collaborations.
• Office Administration: Monitor office supplies and procurement requests, ensuring the department is equipped for optimal productivity. Assist in preparing documentation for audits and support departmental projects, events, and initiatives as assigned, demonstrating adaptability and initiative.

Your role will also involve coordinating with hospitals, healthcare partners, vendors, and internal departments to facilitate seamless operations and foster strong working relationships. Fluency in both Arabic and English will be essential for effective communication and collaboration.

Why This Role is Impactful

This position offers a unique opportunity to make a tangible difference in the healthcare sector while developing your expertise in administrative and financial management. You will:

• Contribute to the strategic success of a reputable medical institution, supporting its mission of excellence in healthcare.
• Develop advanced skills in financial administration, budget monitoring, and stakeholder coordination.
• Work in a collaborative environment with professionals across various departments, enhancing your interpersonal and leadership abilities.
• Grow professionally within a dynamic and forward-thinking organization committed to innovation and quality.

Requirements

To excel in this role, you must possess a blend of educational background, practical experience, and key competencies:

• Education: A Bachelor’s degree in Accounting, Finance, Business Administration, or a related field is required. A strong academic foundation in these areas will provide the knowledge base necessary for success.
• Experience: 2–4 years of administrative experience is essential, with a preference for candidates who have worked within healthcare, hospitals, or higher education. Experience supporting financial or accounting processes is highly valued, particularly in roles involving invoices, purchase requests, budgets, or vendor documentation.
• Skills and Competencies:
• Proven administrative and organizational skills, with the ability to manage multiple tasks efficiently and prioritize effectively.
• A strong understanding of accounting principles and financial documentation, including proficiency in managing budgets, expenditures, and financial reports.
• Advanced proficiency in Microsoft Office, with particular expertise in Excel, to analyze data, create reports, and manage financial records.
• Experience with ERP or accounting systems is a significant advantage, demonstrating your ability to navigate complex financial software.
• Excellent written and verbal communication skills, enabling you to interact professionally with diverse stakeholders, both internally and externally.
• A keen eye for detail and a commitment to accuracy, ensuring all documentation and financial processes are error-free.
• Strong interpersonal and stakeholder coordination skills, allowing you to build and maintain productive relationships across the organization.
• High levels of professionalism, integrity, and confidentiality, essential for handling sensitive financial and administrative information with discretion.

If you are a detail-oriented professional with a passion for healthcare administration and financial management, we invite you to apply and be part of our mission-driven team. Join us in shaping the future of healthcare through exceptional administrative support and strategic financial oversight.