Administrative Assistant

BHMG Lifespan Physician Group, Inc., d/b/a Brown Health Medical Group; Rhode Island; On-site; USD 30,000 - 50,000; Full time

Job summary

Brown University Health in Providence, RI seeks an experienced administrative assistant to perform a broad range of secretarial duties under general supervision. The role supports executives and staff across departments, handling memos, reports, scheduling, and meetings while upholding the organization's values of compassion, accountability, respect, and excellence.

Responsibilities include preparing materials, managing calendars, screening visitors and calls, coordinating meetings, and

Qualifications

• Associates Degree or equivalent experience.
• Knowledge of PC word processing and spreadsheet software applications required.
• Three to five years progressively more responsible secretary experience.

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.

Skills

Secretarial experience

Word processing

Spreadsheet software

Education

Associates Degree or equivalent experience

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 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 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

• Associates Degree or equivalent experience.
• Knowledge of PC word processing and spreadsheet software applications required.
• 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

As Rhode Island's largest health system and private employer, Brown University Health is the state's premier provider of health services and includes the only Level I Trauma Center for southeastern New England. Today, more than 20,000 people work at Brown University Health and bring their unique skills, experiences, and compassion to their jobs every day. Formed in 1994, Brown University Health is a not-for-profit health system based in Providence, RI comprising three teaching hospitals of The Warren Alpert Medical School of Brown University: Rhode Island Hospital and its Hasbro Children's; The Miriam Hospital; and Bradley Hospital, the nation’s first psychiatric hospital for children; Newport Hospital, Saint Anne's Hospital and Morton Hospital, community hospitals offering a broad range of health services; Gateway Healthcare, the state’s largest provider of community behavioral health care; and Brown Health Medical Group, the largest multi-specialty practice in Rhode Island.

Brown University Health is an equal opportunity employer that values diversity of cultural background, race, gender, age, religion, identity, ability, and perspectives - we are actively committed to a diverse workforce that represents the patients and community that we serve. We are invested in creating a respectful, inclusive, and equitable environment that supports the holistic well-being of our employees and their families. Join us and help build a healthier future for our patients - and for yourself.