Administrative Assistant

SUMMARY: Under general direction, provides high-level administrative support. Performs functions requiring considerable knowledge and judgment regarding departmental procedures and policies. Researches information, composes correspondence and prepares regular and/or special reports. Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences Patient and Community Focus and Collaborate RESPONSIBILITIES: Types a variety of materials including correspondence, manuscripts, abstracts, grant proposals, medical and statistical reports, most often utilizing knowledge of medical/technical terminology. Corrects grammar and punctuation, edits for content and revises wording at own discretion. May use word processing and/or dictation equipment, shorthand or speedwriting. Composes rough and final drafts of memos, correspondence and reports according to own knowledge of situation; signs routine correspondence in own name. Designs and prepares new forms. Answers telephone and receive visitors into the area. Ascertains needs, establishes priorities and investigates background material, often resolving matters on own authority. Maintains supervisor's calendar without prior clearance for most appointments, often coordinating supervisor's hospital, private practice and national organization(s) commitments; makes necessary travel arrangements. Schedules, coordinates and attends inter-departmental meetings. Often performs duties related to supervisor's holding office in major nationalnternational organizations such as coordinating symposia and annual meetings (including contacting and coordinating speakers, securing site and facilities, confirming arrangements, preparing all necessary materials), transcribing proceedings of symposia and professional manuscripts submitted for publication by other organization members. Drawing on a wide range of experience and knowledge of supervisor's activities, departmental services, the functions of various departments throughout the hospital, and those of other organizations. Interacts with all levels of personnel. Exchanges information, coordinates schedules, investigates problems and resolves matters within scope of own authority. Maintains departmental records, and often those associated with major national organizations, including such confidential information as budget, payroll, patient and personnel data. Initiates, files, updates and purges records as necessary including data entry, storage and retrieval software. Maintains department statistics as required by the hospital, government and accrediting agencies. Prepares statistical reports, charts and graphs, including tabulating data, performing some statistical analysis, and arranging data in most meaningful format. Assembles, and may perform cost analysis on data for preparation of department budget. Monitors department budgets, reviewing requests for purchase, additional personnel, etc. against budget allowances; authorizes allowable requests and obtains further information on questionable items before discussing with supervisor. Maintains inventory and orders office/medical supplies at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows up on purchase orders. Meets with vendors to review and/or evaluate new supplies or equipment. Performs library research, including literature searches to guide supervisor to appropriate materials and to prepare bibliographies on a given topic as requested. May maintain departmental resource library. Assumes major responsibility for recurring programs or special projects, utilizing a wide range of knowledge and exercising considerable independent judgment in seeing project to its completion. Operates such office machines as CRT, word processor, calculator, photocopier and dictation equipment. Provides functional guidance to new employees regarding the clerical operations, policies and procedures of the department. MINIMUM QUALIFICATIONS: BASIC KNOWLEDGE: High school graduate or General Equivalency Diploma required. Up to one year specialized training including course work in correspondence typing, medical terminology and general business procedures. The ability to exercise considerable independent judgment in the performance of most daily duties. Proficient typing skills are required in order to prepare a variety of materials, some, such as grant proposals and manuscripts, requiring a precise format. Good knowledge of English grammar, punctuation and spelling to correct and edit written materials; understanding of medical terminology is most often required. A high level of organizational skills to coordinate supervisor's schedule and national conference arrangements, and to maintain complex records. Ability to perform analysis of numerical data involving the use of mathematical formulas as well as routine tabulation. A high level of interpersonal skills to effectively represent the supervisor in interaction with all levels of personnel within and outside the hospital. The ability to operate a variety of office equipment is required. EXPERIENCE: A minimum of one to two years experience is required including that period on-the-job to learn procedures specific to the department. Working conditions are generally good with little discomfort due to noise, heat, dust, etc. Considerable walking may be required to gather and distribute materials around the hospital.

Pay Range:

$22.04-$36.37

EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location:

Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903

Work Type:

Mon-Thurs 8-4:40

Work Shift:

Day

Daily Hours: 

8 hours

Driving Required:

No