Senior Assistant, Medicine
Department: Medicine
Entity: Aga Khan University Hospital
Location: Karachi, Pakistan
Introduction:
Chartered in 1983, Aga Khan University (AKU) is a private, autonomous and self-governing international university with 13 teaching sites in 6 countries distributed across three continents. As an integral part of the Aga Khan Development Network, AKU provides higher education in several disciplines, carries out research pertinent to the countries in which it exists and has campuses, programes and/or teaching hospitals in Afghanistan, Kenya, Pakistan, Tanzania, Uganda and the UK. As an international institution, AKU operates on the core principles of quality, relevance, impact and access; and AKU is a model of academic excellence and an agent of social change.
Responsibilities:
We are seeking an energetic and motivated and Senior Assistant to join our team. Reporting to the Assistant Manager, you will play a pivotal part in maintaining office operations, facilitating effective coordination, and ensuring the smooth execution of administrative tasks.
Specifically, you will be responsible for:
- Execute routine administrative tasks, such as posting, sorting, and maintaining records in accordance with provided guidelines, on a daily basis or as required.
- Prepare correspondence, reports, academic research papers, and other materials relevant to designated areas.
- Safeguard highly confidential information and manage the filing of sensitive official correspondence.
- Coordinate and schedule appointments and meetings, and prepare accurate meeting minutes.
- Manage logistical arrangements for meetings, events, and workshops organized by the section or department.
- Facilitate workflow coordination, maintain schedules, and ensure that work is completed within agreed-upon deadlines.
- Initiate online PeopleSoft requests for office supplies and coordinate with the Warehouse and Purchase Department to ensure timely delivery.
- Initiate online PeopleSoft requests for payment transactions and submit payment receipts and expense reports to the AKU Finance Department. Follow up on any pending financial matters with AKU Finance.
- Initiate purchase requisitions and oversee the approval process through department heads, the Dean's office, and Finance. Follow up with the Purchase department to ensure timely equipment delivery.
- Ensure the prompt delivery of capital equipment to the respective faculty and staff and maintain a comprehensive record of all capital equipment.
- Assist section faculty with tasks including meetings, conferences, FDA procedures, leave requests, and other assignments.
- Collaborate with section faculty to coordinate travel arrangements and follow up with the Finance and Travel departments as needed.
- Maintain documents related to section faculty and support them with credentialing and PMDC issues.
- Contribute to departmental event planning and management.
- Provide assistance with any additional tasks delegated by supervisor.
