Administrative Assistant Job at Brown University Health 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. Interacts with researchers, clients, and outside contractors/vendors as needed to support the department’s services and activities.

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 full Microsoft Office suite of software 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 and processes to support the function of the department.
• Answers telephone and corresponds with researchers, clients, and outside contractors/vendors as needed to support the department’s services and activities. Establishes needs, priorities, and background material; may resolve matters on own authority. Coordinates activities between researchers, clients, and outside contractors/vendors.
• Maintains supervisor’s calendar and department activities with minimal 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.
• Often performs duties related to supervisor’s involvement in major national/international organizations, including coordinating symposia and annual meetings (contacting and coordinating speakers, securing site and facilities, confirming arrangements, preparing materials), transcribing proceedings of symposia and professional manuscripts submitted for publication by other organization members.
• Uses experience and knowledge of supervisor’s activities and departmental services to support multiple departments within the hospital and other organizations. Interacts with all levels of personnel, exchanges information, coordinates schedules, investigates problems, and 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, including tabulating data and arranging data for meaningful format.
• Assembles and may perform cost analysis on data for preparation of department budget.
• Monitors department budgets, reviews requests for purchases and personnel against budget allowances; authorizes allowable requests and gathers information on questionable items before escalation.
• Maintains inventory and orders office/medical supplies at own discretion according to usage patterns and budgeted allowances. Prepares and follows up on purchase orders. Meets with vendors to review or evaluate new services, supplies, or equipment.
• Performs library research including literature searches to guide supervisor to appropriate materials and to prepare bibliographies; may maintain departmental resource library.
• Assumes major responsibility for new programs, recurring programs, or special projects using a wide range of knowledge and exercising independent judgment to complete projects.
• Operates office equipment (PC with Microsoft Office, Excel, PowerPoint, and other software), calculator, scanner, photocopier, and dictation equipment.
• Provides functional guidance to new employees regarding clerical operations, policies, and procedures of the department.

Qualifications

• High school graduate or General Equivalency Diploma 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 to prepare a variety of materials, including grant proposals and manuscripts requiring precise format. Experience with Microsoft 365 and Office suite.
• Good knowledge of English grammar, punctuation, and spelling; understanding of medical terminology is often required.
• Strong organizational skills to coordinate supervisor’s schedule and national conference arrangements and maintain complex records.
• Ability to perform numerical data analysis using mathematical formulas and routine tabulation.
• High level of interpersonal skills to represent the supervisor in interaction with all levels of personnel within and outside the hospital.
• Ability to operate a variety of office equipment.
• Experience with RedCap or other data management software is helpful but not required.

Experience

• A minimum of one to two years of experience is required, including time 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.
• Brown University Health is an Equal Opportunity employer and a VEVRAA Federal Contractor; 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.
• Location: Rhode Island Hospital, Providence, RI; Work Type: Part Time; Shift: Shift 1; Union: Non-Union.

Note: This posting is for an administrative assistant role located in Providence, RI in a part-time capacity.