Administrative Assistant I

The Department of Internal Medicine is seeking a diligent, organized, and highly responsive Administrative Assistant to support the department's day-to-day academic and administrative operations. The position will provide administrative and clerical support across the department's subjects and teaching sections, with responsibilities covering faculty and student coordination, academic records and grade processing, consultant scheduling, documentation, communications, and general office operations. The successful candidate should be detail-oriented, dependable, communicative, and capable of managing multiple tasks while maintaining accuracy, confidentiality, and timely completion of assigned requirements. Key Responsibilities1. Faculty and Student Support

Assist faculty members, students, and other stakeholders with inquiries, requests, and administrative concerns. Facilitate coordination and follow-up between faculty and students across assigned subjects and sections. Provide timely and professional frontline assistance to faculty, students, and other clients. Route concerns to the appropriate personnel or office when necessary.2. Academic Records and Grade Processing

Perform accurate and timely encoding and processing of grades and related academic records. Maintain and update academic records, documents, and monitoring files. Assist in the preparation and consolidation of academic reports and other required documentation. Ensure accuracy, completeness, and confidentiality of student and academic information.3. Consultant and Faculty Scheduling

Maintain and regularly update consultant, faculty, class, and departmental

schedule

• Assist in coordinating

schedule

s, appointments, meetings, and other academic activities. Communicate schedule changes and ensure concerned faculty and stakeholders are properly informed. Monitor scheduling requirements and follow up on pending confirmations.4. Administrative and Secretarial Support

Prepare correspondence, reports, forms, memoranda, presentations, and other office documents. Perform filing, documentation, record-keeping, and data management activities. Maintain organized physical and digital records of departmental transactions and activities. Assist with meeting preparation, minutes,

schedule

s, and other administrative requirements. Handle incoming and outgoing communications and ensure appropriate routing and follow-up.5. Department Coordination

Assist in coordinating administrative requirements across the department's subjects and teaching sections. Coordinate with faculty members, students, consultants, and other internal offices regarding assigned requirements. Monitor deadlines and follow up on pending documents,

schedule

• s, and requests. Provide administrative support for departmental meetings, activities, and academic programs.6. General Office Operations
• Provide day-to-day administrative and clerical support to ensure smooth departmental operations. Assist in managing

schedule

s, appointments, meeting logistics, and other office requirements. Perform other related duties and responsibilities that may be assigned by the Department Chair or immediate supervisor.

Minimum Qualifications

Bachelor's degree in Business Administration, Office Administration, Management, Education, or a related field, or equivalent relevant experience. At least 1–2 years of experience in administrative, clerical, secretarial, academic, or office support work. Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint. Strong written and verbal communication skills. Excellent attention to detail and accuracy in handling records and data. Strong organizational and time-management skills. Ability to manage multiple tasks and meet deadlines. Ability to handle confidential information with discretion. Reliable attendance and consistent availability during regular working hours. Professional, courteous, and responsive when dealing with faculty, students, and other stakeholders. Preferred

Qualifications

Previous experience in a school, university, hospital, medical institution, or academic department. Familiarity with academic records, grading processes, class scheduling, or student information systems. Experience using Google Workspace or other digital productivity and collaboration platforms. Experience handling confidential student or employee records. Basic knowledge of procurement, inventory, or administrative monitoring is an advantage.