Administrative Coordinator NES

Lifespan; Providence (RI); On-site; USD 33,461 - 55,200; Full time

Job summary

Rhode Island Hospital in Providence is seeking an experienced administrative assistant to support the Research program under supervision. You will handle scheduling, correspondence, minutes, and procurement for a range of lab and department activities.

The role includes coordinating meetings, managing supplies, travel arrangements, and assisting in organizing research events. Strong typing, organizational and interpersonal skills are essential.

Qualifications

• Associate's or Bachelor's degree in a related field.
• Strong typing and communication skills.
• Analytical skills to evaluate workflow.

Responsibilities

• Provide principal investigators with secretarial, clerical and administrative support services.
• Schedule meetings and appointments; screen calls; prepare correspondence; take minutes; order lab supplies.
• Prepare and follow up on purchase orders; draft memos, correspondence and reports.
• Coordinate information to prepare department newsletters and materials.
• Maintain inventory and order office supplies; manage lab resources and mail.
• Coordinate meetings and travel for conferences; manage reimbursements.
• Assist in Resident Research Program and Orthopaedic Student Research Day.

Skills

Secretarial experience

Interpersonal skills

Typing

Organizational skills

Education

Associate's or Bachelor's degree

Tools

Office software

Job description

Overview

SUMMARY: Under the supervision of the Director or Principal Investigator, performs a wide variety of administrative support duties related to the Research program. Brown University Health employees are expected to model the organization\'s values of Compassion, Accountability, Respect and Excellence, and to demonstrate core Success Factors that guide interactions and outcomes.

Responsibilities

• Under general supervision, provides principal investigators with secretarial, clerical and administrative support services, including scheduling meetings and appointments, screening calls, preparing correspondence, taking minutes of meetings, and ordering Research/Lab supplies.
• Prepare and follow up on purchase orders. Compose rough and final drafts of memos, correspondence and reports.
• Coordinate information to prepare department newsletters, design and prepare cover letters, forms, etc.
• Complete a variety of typing tasks including correspondence, personnel profiles, agendas, manuscripts, records, charts, statistical tables, forms, which may require knowledge of medical terminology.
• Maintain inventory and order office supplies within established guidelines; manage general lab resources, copiers, office supplies, coffee, and mail.
• Manage software licenses purchases and maintenance; manage postal and shipping services; manage lab work orders for maintenance and equipment repairs.
• Coordinate and assist in managing biweekly COBRE & Orthopaedic Research Meetings; invite speakers, coordinate food orders, maintain meeting calendar.
• Coordinate and manage Resident Research Program; maintain schedule of research blocks, manage presentations and proposals.
• Provide new students, unpaid interns, and hires with necessary information to integrate into lab and department, including orientations, health care requirements, and computer access.
• Provide travel assistance for conferences, book travel (air, hotel, car reservations) and process reimbursements for travel and purchases.
• Coordinate and assist in developing and managing Orthopaedic Student Research Day (annual).

Minimum Qualifications

• BASIC KNOWLEDGE: Associate\'s or Bachelor\'s degree in a related field; sufficient knowledge of related functions to plan, direct and evaluate clerical work; strong interpersonal and communication skills to train staff and improve customer relations; analytical skills to evaluate workflow and recommend changes.
• Office skills, analytical and organizational ability to prepare departmental master staffing schedules and coordinate clerical/secretarial functions; supervisory ability to guide clerical staff; strong typing and communication skills.
• Demonstrated knowledge and skills to provide care to patients with consideration of aging processes and cultural patterns as applicable to the care process.

• EXPERIENCE: Between one to two years of progressively responsible secretarial experience, knowledge of support functions, ability to coordinate workflows, exercise independent judgment, and develop interpersonal/communication skills.

Work Environment and Physical Requirements

• Normal office environment with some exposure to trace anesthesia gases when checking activities on the OR floor.
• Considerable walking to check activities of subordinate staff and exchange materials with other hospital departments.
• Supervisory responsibility: None.

Pay Range

$24.29-$40.07

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

Mon-Fri, 8:00 AM – 5:00 PM, flexible

Work Shift

Day

Daily Hours

Per Diem — As required

Driving Required

No