Senior Assistant, Virtual Care

Senior Assistant, Virtual Care

Department: Virtual Care

Location: Aga Khan University, Karachi (with travel to Punjab as required)

Introduction to the Aga Khan University:

Chartered in 1983, it 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, Aga Khan University (AKU) provides higher education in several disciplines, carries out research pertinent to the countries in which it exists and has campuses, programmes 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.

As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.

Key Responsibilities:

The Administrative Assistant – Virtual Care Setup, is responsible for providing comprehensive administrative and coordination support to ensure the efficient functioning of the Virtual Care Program. The role facilitates smooth operational workflows by supporting documentation, scheduling, reporting, stakeholder coordination, and compliance processes, thereby enabling effective delivery of virtual healthcare services in alignment with institutional policies and digital health standards.

The candidate will be responsible to:

Regular Duties / Responsibilities:

• Provide day-to-day administrative support to the Virtual Care team, including scheduling meetings, preparing agendas, and recording minutes.
• Assist in compiling routine operational data and updating tracking sheets or dashboards for program monitoring.
• Manage official correspondence, including drafting emails, memos, and letters as required.
• Maintain organized electronic and physical filing systems for virtual care documentation, SOPs, contracts, reports, and compliance records.
• Coordinate virtual clinic schedules and support non-clinical logistical arrangements for teleconsultations.
• Liaise with internal departments (HR, Finance, IT, Procurement, Facilities) to facilitate smooth operational workflows.
• Assist in onboarding documentation and coordination for newly hired virtual care staff. Ensure proper documentation and adherence to institutional policies, particularly regarding confidentiality and data protection.
• Maintain updated records of equipment inventory and support tracking of virtual care assets. rack action items and follow up with relevant stakeholders to ensure timely completion of assigned tasks.
• Prepare purchase requisitions and follow up on procurement requests in coordination with the finance and procurement teams.

Periodic Duties / Responsibilities:

• Support coordination and logistics for training sessions, workshops, and capacity-building activities related to virtual care services along with Assisting in the preparation of monthly, quarterly, and annual reports for management and relevant stakeholders.
• Contribute to updating SOPs, operational manuals, and administrative processes as required. Assist in audit preparation, compliance documentation, and accreditation-related requirements as applicable.
• Assist in organizing special events, stakeholder meetings, and program review sessions. Support annual inventory verification and reconciliation of virtual care equipment and supplies and assist in organizing special events, stakeholder meetings, and program review sessions.
• Contribute to updating SOPs, operational manuals, and administrative processes as required and perform any other administrative duties assigned by the Supervisor in line with the role and organizational needs.

Requirements:

• Bachelor’s degree in Business Administration, Healthcare Management, Public Health, or a related field from a recognized institution.
• Minimum 2–3 years of relevant administrative experience, preferably in a healthcare, hospital, academic, or digital health environment.
• Basic understanding of healthcare operations and telemedicine/virtual care concepts.
• Familiarity with administrative procedures, documentation standards, and record management systems.
• Understanding of data confidentiality and institutional compliance requirements.

Comprehensive employment reference checks will be conducted