Administration Assistant PD

Brown University Health; East Providence (RI); On-site; USD 30,362 - 50,103; Part time

Job summary

Brown University Health in East Providence, RI, is seeking an experienced secretary to perform a variety of administrative tasks under general supervision. The role includes scheduling, correspondence, recordkeeping and assisting with meetings and events.

The position requires 3–5 years of secretarial experience and an Associate's Degree in Secretarial Science, with strong PC word processing and spreadsheet skills.

Qualifications

• Associate's degree in Secretarial Science is required.
• Three to five years progressively more responsible secretary experience.
• Knowledge of PC word processing and spreadsheet software required.

Responsibilities

• Prepare a variety of materials in final form including memos, correspondence and statistical reports.
• Receive and screen visitors and telephone calls; provide information or resolve matters on behalf of the department.
• Maintain appointment schedules and coordinate meetings; type and distribute minutes.
• Monitor budget and maintain accurate financial records for departmental expenses.
• Maintain departmental records and filing systems including personnel data and manuals.
• Provide functional guidance to new employees or other clerical staff as needed.

Skills

Word processing

Spreadsheets

Education

Associate's Degree in Secretarial Science

Job description

Overview

SUMMARY: Under general supervision, perform a variety of secretarial and administrative functions. May include functional supervision of clerical support staff. 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

• Prepare a variety of materials in final form including memos, correspondence and statistical reports. Must be able to work from rough drafts, dictation or utilize software programs such as word processing, spreadsheets or database management.
• Compose and send out in own name, routine memos and correspondence based on own knowledge of situation. Compose rough drafts of more detailed correspondence and reports for director's review.
• Receive and screen visitors and telephone calls. Ascertain needs and establish priorities. Provide information or resolve matters on own authority according to established policies, often drawing on knowledge of department, hospital and outside organizations.
• Maintain appointment schedule usually without prior clearance, often coordinating supervisors' hospital commitments as well as those with outside associations such as national organizations or private practices.
• Schedule, coordinate and attend inter-departmental meetings. Compile agenda and related materials. Type and distribute minutes.
• May perform duties related to supervisor's holding office in state/national/international organizations such as coordinating conferences or special events. Duties will include securing facility, contacting and coordinating speakers, confirming arrangements and preparing all necessary materials.
• May attend events for the purpose of registering guests, assisting with recordkeeping duties and event details.
• Monitor budget, review purchase requisitions and maintain accurate financial records on departmental expenses.
• Maintain records and statistics for department as required by corporation, government and accrediting agencies. Prepare statistical reports, charts and graphs which may require some statistical or cost analysis.
• Maintain departmental recordkeeping and filing systems including patient, budget, payroll and personnel data, policy and procedure manuals and databases.
• May assume regular responsibility for recurring projects or programs requiring a knowledge of department or corporate operations and the use of independent judgement.
• Maintain department inventory including ordering supplies and processing purchase orders. Meets with vendors to review and/or evaluate new supplies or equipment.
• Provide functional guidance to new employees or other clerical employees as needed.
• Maintain quality assurance, safety, environmental and infection control in accordance with established system policies, procedures and objectives.
• Perform other related duties as required.

Minimum Qualifications

• Basic knowledge: Equivalent to completion of an Associate's Degree in Secretarial Science.
• Knowledge of PC word processing and spreadsheet software applications required.
• Three to five years progressively more responsible secretary experience.
• Work is performed in a typical office environment requiring extended periods of sitting, walking and/or standing.

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

Bradley Hospital - 1011 Veterans Memorial Pkwy East Providence, Rhode Island 02915

Work Type

Per Diem

Work Shift

Variable

Daily Hours

Per Diem - As required

Driving Required

No