Admin Assistant, Biomedical Sciences at Aga Khan University Hospital

Job Summary

The Department of Biomedical Sciences is a multi-disciplinary department comprising of faculty from a wide range of basic science teaching and research expertise, including Anatomy, Physiology, Biochemistry, Molecular Biology, Pathology, Pharmacology, Immunology, and Neuroscience. The Department strives to inspire, innovate, and lead in Biomedical Science teaching and learning in an inclusive community where students, academics, researchers, clinicians, alumni and industry together foster learning.

AKU- Department of Biomedical Sciences is seeking an Administrative Assistant who will enhance organizational efficiency and efficacy by providing comprehensive support, managing tasks, and facilitating communication, thereby contributing to the overall mission of optimizing productivity and achieving strategic goals for the University. He/She works closely with the Chair of Department to ensure the Department operates seamlessly.

Responsibilities

• Schedule and organize meetings and appointments.
• Attending meetings chaired by the department head, taking detailed notes.
• Draft agendas, distribute papers and minutes, and ensure timely communication of actions.
• Handle telephone communications and greet visitors.
• Act as the primary contact between the department, students, and external parties.
• Screen and respond to correspondence as appropriate.
• Compose and prepare written documentation and correspondence for the department.
• Maintain accurate records and files, including meeting minutes and other documentation.
• Coordinate department appointments and travel arrangements.
• Manage departmental records and databases.
• Oversee office supplies, equipment, and facilities management.
• Serve as committee secretary, ensuring accurate record-keeping and communication of actions.
• Perform other duties as assigned to support the department's operations.

Qualifications

• Bachelor’s Degree in a relevant field.
• Minimum of 3 years’ experience in a busy set-up as a Personal Assistant/ Administrative Assistant; experience working in a university set-up is an added advantage.
• Strong interpersonal skills
• Tech-savvy, knowledge of Microsoft Office
• Active listening and good communication skills
• Proactive approach to problem-solving
• Ability to multi-task
• Strong time-management and organization skills
• Exposure to a multi-discipline and multicultural environment
• Excellent written and oral communication