About the Role

Batterjee Medical College is seeking a Full-time Administrative Assistant Hospital Affairs to join its team in Jiddah, Makkah, Saudi Arabia. This role is crucial for providing comprehensive administrative, clerical, and coordination support to the Hospital Affairs Department, with a focus on assisting with financial and accounting-related tasks to ensure efficient departmental operations.

Role Purpose and Candidate Profile

The Administrative Assistant will be responsible for maintaining the smooth and organized functioning of the Hospital Affairs Department. The ideal candidate will possess an accounting or finance background, demonstrating excellent organizational skills and the capability to manage documentation, financial records, correspondence, and departmental coordination with a high degree of accuracy and confidentiality.

Key Responsibilities

• 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.

Qualifications and Experience

• 2-5 years of relevant experience in an administrative or support role.
• A background in accounting or finance is highly preferred.

Required Skills

• Excellent organizational skills.
• Proficiency in managing documentation, financial records, correspondence, and departmental coordination.
• High level of accuracy and attention to detail.
• Strong commitment to confidentiality.

Work Environment

This full-time position is based at Batterjee Medical College in Jiddah, Makkah, Saudi Arabia. The role operates within the Hospital Affairs Department, requiring close coordination with various internal departments and external healthcare partners and vendors.