Administrative Assistant at Aga Khan University Hospital

Administrative Assistant at Aga Khan University Hospital – Aga Khan University Hospital Kenya Job Details

Job Summary/Purpose

To serve as the frontline representative of the Centre, managing reception duties while also contributing to technical, educational, and administrative tasks as required in-order to allow the center carry out its mission of facilitating high quality learning through innovation in medical education.

Key Roles and Responsibilities

• Greet and assist visitors, students, faculty, and staff courteously.
• Foster psychological safety for learners.
• Provide front desk customer service at CIME.
• Maintain an organized and welcoming reception area.
• Manage phone calls, emails, and correspondence efficiently.
• Direct individuals and address queries following AKU guidelines.
• Receive and sort mail and deliveries.
• Maintain filing systems for records and equipment.
• Schedule venues for meetings and workshops.
• Coordinate ground transportation for campus faculty and staff.
• Arrange travel itineraries for visitors, faculty, and staff.
• Maintain bulletin boards with current information.
• Provide periodic reports as required.
• Collaborate with the technical team to ensure equipment functionality.
• Support setup, breakdown, and clearing of spaces and equipment.
• Assist in preparing materials for simulation sessions.
• Participate in simulation scenarios and educational programs.
• Complete other duties as assigned by supervisor.

Qualifications

• A bachelor’s degree in social sciences or relevant field would be an added advantage.
• Minimum of 2 years’ experience in a similar position at an educational or healthcare facility.
• Experience scheduling appointments, events booking calendar management.
• Travel function related experience.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
• Experience in the healthcare industry.
• Excellent written and verbal communication skills.
• Excellent time management and prioritization skills.
• Able to deal with conflict and de-escalate situations.
• Attention to detail, focused on providing a high-quality experience to visitors and learners.
• A team player who supports other team members.
• Invested in continuous improvement of self, others and the Centre.