Administrative Assistant

Brown University Health; Providence (RI); On-site; USD 30,000 - 50,000; Full time

Job summary

Brown University Health is seeking a dedicated secretary to support administrative operations at Rhode Island Hospital in Providence. The role involves preparing final memos and reports, managing correspondence, and maintaining schedules with external partners and internal teams.

Responsibilities include screening visits, handling calls, coordinating meetings, and supporting budgeting and recordkeeping duties.

Qualifications

• Associates Degree or equivalent experience.
• Three to five years progressively more responsible secretary experience.

Responsibilities

• Prepare a variety of materials in final form including memos, correspondence and statistical reports.
• Receive and screen visitors and telephone calls; ascertain needs and establish priorities.
• Maintain appointment schedules and coordinate meetings and events.
• Compile agenda and distribute materials; type and distribute minutes.
• Maintain departmental records, budgets and purchasing; monitor expenses.

Skills

Attention to detail

Time management

Communication skills

Education

Associate's Degree or equivalent experience

Tools

MS Word

Excel

Database management

Job description

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 DifferencesPatient 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 data base management.Compose and send out in own name, routine memos and correspondence based on own knowledge of situation. Composes 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/nationalnternational 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. Prepares statistical reports, chart 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:Associates Degree or equivalent experience. Knowledge of PC word processing and spreadsheet software applications required.EXPERIENCE:Three to five years progressively more responsible secretary experience.

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

8:00am - 5:00pm

Work Shift

Day

Daily Hours

8 hours

Driving Required

No