Administrative Assistant- Hospital Affairs

Batterjee Medical College is seeking a detail-oriented and highly organized Administrative Assistant to support the Hospital Affairs Department. The successful candidate will provide administrative, clerical, and coordination support while assisting with financial and accounting-related tasks to ensure the efficient operation of the department.

The ideal candidate has an accounting or finance background, excellent organizational skills, and the ability to manage documentation, financial records, correspondence, and departmental coordination with a high level of accuracy and confidentiality.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to the Hospital Affairs Department.
  
• Prepare, format, and maintain reports, correspondence, presentations, and official documents.
  
• Manage calendars, appointments, meetings, and departmental schedules.
  
• Organize meetings, prepare agendas, record minutes, and follow up on action items.
  
• Maintain organized physical and electronic filing systems.
  
• Handle incoming calls, emails, and correspondence professionally.
  

Financial & Accounting Support

• Assist in preparing departmental budgets, financial reports, and expenditure summaries.
  
• Process purchase requests, purchase orders, invoices, and payment documentation.
  
• Monitor departmental expenses and maintain accurate financial records.
  
• Reconcile invoices, quotations, and supporting documents before submission for payment.
  
• Coordinate with the Finance Department regarding payments, budgets, vendor documentation, and financial processes.
  
• Maintain accurate records of contracts, service agreements, and financial documentation.
  
• Assist in tracking departmental budgets and monitoring expenditures against approved allocations.
  

Coordination & Documentation

• Coordinate with hospitals, healthcare partners, vendors, and internal departments regarding Hospital Affairs activities.
  
• Prepare and maintain departmental reports, statistics, and operational documentation.
  
• Support the administration of agreements, contracts, MOUs, and partnership documentation.
  
• Ensure documentation complies with institutional policies and record management procedures.
  

Office Administration

• Monitor office supplies and coordinate procurement requests.
  
• Maintain confidentiality of departmental and financial information.
  
• Support audits by preparing requested documentation and records.
  
• Assist with departmental projects, events, and other administrative initiatives as assigned.
  

Requirements

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
  

Experience

• 2–4 years of administrative experience, preferably within healthcare, hospitals, or higher education.
  
• Experience supporting financial or accounting processes is highly preferred.
  
• Previous experience coordinating invoices, purchase requests, budgets, or vendor documentation is an advantage.
  

Skills & Competencies

• Strong administrative and organizational skills.
  
• Good understanding of accounting principles and financial documentation.
  
• Experience with invoices, purchase orders, expense tracking, and budget monitoring.
  
• Excellent proficiency in Microsoft Office, particularly Excel.
  
• Experience with ERP or accounting systems is preferred.
  
• Excellent written and verbal communication skills.
  
• Strong attention to detail and accuracy.
  
• Ability to prioritize multiple tasks and meet deadlines.
  
• High level of professionalism, integrity, and confidentiality.
  
• Strong interpersonal and stakeholder coordination skills.
  
• Fluency in Arabic and English.