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.

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 supervisors calendar without prior clearance for most appointments often coordinating supervisors hospital private practice and national organization(s) commitments; makes necessary travel arrangements. Schedules coordinates and attends inter-departmental meetings.

Often performs duties related to supervisors holding office in major national/international 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 supervisors 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.

Other information:
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 supervisors 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.

Brown University Health is an Equal Opportunity / Affirmative Action 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 or marital status. Brown University Health is a VEVRAA Federal Contractor.

Location: Rhode Island Hospital USA:RI:Providence

Work Type: Full Time

Shift: Shift 1

Union: Non-Union

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