Administrative Assistant

Lifespan; Providence (RI); On-site; USD 30,000 - 50,000; Full time

Job summary

Brown University Health is seeking a high-level administrative support professional in Providence, RI. The role involves drafting and editing memos and reports, managing calendars, and coordinating inter-departmental meetings.

You will prepare forms, handle confidential records, and assist with budget and purchasing duties. A strong command of English, Excel/Word, and office equipment operation is required.

Qualifications

• High school graduate or GED required, with up to one year of specialized training in typing and general business procedures.
• Proficient typing, excellent Excel and Word skills, strong English grammar, punctuation and spelling.
• Strong organizational skills to coordinate schedules and support management.
• Ability to analyze numerical data using formulas and tabulations.
• Excellent interpersonal skills to represent the supervisor with staff and external parties.
• Ability to operate various office equipment.

Responsibilities

• Types a variety of materials including correspondence; edits for grammar and content.
• Composes rough and final drafts of memos, correspondence and reports.
• Designs and prepares forms; answers phones and receives visitors.
• Manages supervisor's calendar and coordinates inter-departmental meetings.
• Attends meetings, takes notes, and supports directors and others as needed.
• Maintains confidential records and supports budgeting and purchasing processes.
• Provides guidance to new employees on clerical operations and procedures.

Skills

Typing skills

Excel

Microsoft Word

English grammar

Organizational skills

Interpersonal skills

Office equipment operation

Education

High school graduate or GED

Tools

Office equipment

Job description

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:

PRINCIPAL DUTIES AND RESPONSIBILITIES:Types a variety of materials including correspondence.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. Schedules, coordinates and attends inter-departmental meetings.Takes and issues meeting notes. Supports a Director, Manager, and others as required. 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 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.Supports and leads projects as required. 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.Ensures that FTE reporting is correct and if not, works to ensure that is corrected. Maintains inventory and orders office at own discretion according to knowledge of usage patterns and budgeted allowances.Prepares and follows up on purchase orders. 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:

• High school graduate or General Equivalency Diploma required. Up to one year specialized training including course work in correspondence typing, 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. Must have exceptional Excel and Microsoft Word skills. 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 help support the management team.
• 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 of experience is required including that period on-the-job to learn procedures specific to the department.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

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.

INDEPENDENT ACTION:

Incumbent functions within a broad scope of department policies and practices; generally refers specific problems where clarification of departmental policies and procedures may be required.

SUPERVISORY RESPONSIBILITIES:

None.

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: M-F 8a-5p

Work Shift: Day

Daily Hours: 8 hours

Driving Required: No