Brown University Health is hiring: Administrative Assistant in Providence

Overview

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.

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 commitments; makes necessary travel arrangements. Schedules, coordinates, and attends inter-departmental meetings.
• Coordinates and supports activities related to the supervisor’s involvement in major national/international organizations (e.g., coordinating symposia and annual meetings, contacting speakers, securing site and facilities, confirming arrangements, preparing materials, and transcribing proceedings or manuscripts).
• Draws on a wide range of experience and knowledge of supervisor’s activities and departmental services; interacts with all levels of personnel; exchanges information; coordinates schedules; investigates problems; resolves matters within scope of authority.
• Maintains departmental records, including confidential information such 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 hospital, government, and accrediting agencies; prepares statistical reports, charts, and graphs; performs some statistical analysis and arranges data for meaningful presentation; may perform cost analysis for department budget.
• Monitors department budgets, reviews requests for purchases and personnel against budget allowances; authorizes allowable requests and gathers additional information when needed before discussion with supervisor.
• Maintains inventory and orders office/medical supplies; prepares and follows up on purchase orders; meets with vendors to review and evaluate new supplies or equipment.
• Performs library research to guide supervisor to appropriate materials and to prepare bibliographies; may maintain departmental resource library.
• Assumes major responsibility for recurring programs or special projects, utilizing independent judgment to see projects to completion.
• Operates office machines such as CRT word processor, calculator, photocopier, and dictation equipment.
• Provides guidance to new employees regarding clerical operations, policies, and procedures of the department.

Qualifications

• High school graduate or GED required.
• Up to one year specialized training including coursework 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 to prepare a variety of materials, including those requiring a precise format (e.g., grant proposals and manuscripts).
• Good knowledge of English grammar, punctuation, and spelling; understanding of medical terminology is often required.
• A high level of organizational skills to coordinate the supervisor’s schedule and national conference arrangements and to maintain complex records.
• Ability to perform analysis of numerical data using mathematical formulas and routine tabulation.
• A high level of interpersonal skills to effectively represent the supervisor in interactions with all levels of personnel within and outside the hospital.
• Ability to operate a variety of office equipment.

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.

Details

• Location: Rhode Island Hospital, Providence, RI
• Work Type: Part Time
• Shift: Shift 1
• Union: Non-Union

Seniority level

• Entry level

Employment type

• Part-time

Job function

• Administrative

Industries

• Hospitals and Health Care

Brown University Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, ethnicity, sexual orientation, ancestry, genetics, gender identity or expression, disability, protected veteran status, or marital status. Brown University Health is a VEVRAA Federal Contractor.

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