Senior Assistant, Department of Medicine

Senior Administrative Assistant
Department: Department of Medicine
Entity: Medical College
Location: Nairobi, Kenya

Introduction
Established in 2004, the Aga Khan University Medical College in East Africa seeks to provide high quality education for health professional leaders who will then go on to become reputable specialists generating a positive and lasting impact in the lives of their patients and in the communities they serve. Our goal is to produce health professional leaders through our unique training programmes, building strong research programmes, supporting the best practice in the delivery of health services, and contributing to the broader community through strategic partnerships regionally and globally. We aspire to build for the youth of East Africa, a medical college of international quality, providing them with the opportunity to get the best health professional education that is relevant and has impact across East Africa, and indeed, in the world.

Job Summary
The Department of Medicine is seeking a Senior Administrative Assistant to provide efficient administrative support services to Section Heads and Faculty. The role involves managing day-to-day departmental administrative duties, facilitating communication and coordination within the department, supporting research, fellowship and quality improvement activities, and ensuring effective delivery of departmental operations.

Responsibilities
•    Provide effective and high-quality administrative support to ensure efficient departmental operations.
•    Assist faculty with medical reports, insurance pre-authorization forms, credentialing documents, and related correspondence.
•    Support research-related activities including scheduling, documentation, and liaison with relevant offices.
•    Facilitate communication between section heads, faculty, care managers, and other stakeholders.
•    Assist in organizing departmental meetings, workshops, and fellowship activities, including preparing agendas, minutes, and reports.
•    Support HR-related processes such as annual leave planning, staff onboarding, and handling faculty requests in liaison with HR, Dean’s Office, and Chief of Staff.
•    Coordinate data collection and reporting for quality improvement initiatives.
•    Develop and maintain efficient filing, documentation, and record-keeping systems.
•    Manage departmental inventory, requisitions, and petty cash in line with AKU policies.
•    Perform any other administrative duties as assigned by Section Heads or Department Chair.

Requirements
•    Bachelor’s degree in Business or any other related course.
•    At least 2 years’ experience of directly related experience in administrative work.
•    Computer literacy with proficiency in the use of email, internet browsers, calendar and spreadsheet applications
•    Exceptional interpersonal, customer service, and communication skills both written and verbal communication.
•    Strong organizational and time management skills with ability to meet deadlines.
•    Ability to work under pressure with minimal supervision.
•    Previous experience in an academic or medical environment will be an added advantage.
•    Flexibility, reliability, attention to detail, and discretion in handling confidential matters.