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.

• 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.

• 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.

• 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.

• 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.

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

• 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.

• 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.