Administrative Coordinator NES

Brown-University-Health-1; Providence (RI); On-site; USD 33,000 - 55,000; Full time

Job summary

Brown University Health in Providence, RI, seeks an experienced administrative support specialist to assist Principal Investigators with secretarial and clerical duties. You will schedule meetings, prepare correspondence, take minutes, process orders, and help manage lab resources and travel arrangements.

The role emphasizes accurate documentation, file management, and coordination of department meetings, purchase orders, and reimbursements, ensuring smooth daily operations in a busy research

Qualifications

• Associate's or Bachelor's degree in related field required.
• Knowledge to plan, direct and evaluate clerical work.
• Interpersonal and communication skills to train staff and improve customer relations.
• Analytical skills to evaluate workflow and recommend improvements.
• Typing skills and ability to handle medical terminology as needed.
• Supervisory ability to guide clerical staff and manage departmental tasks.

Responsibilities

• Provide secretarial, clerical and administrative support including scheduling meetings and taking minutes.
• Prepare correspondence and reports; follow up on purchase orders.
• Coordinate information for department newsletters and prepare forms.
• Manage inventory, office supplies, lab resources and software licenses.
• Coordinate travel arrangements and reimbursements; manage COBRE & Orthopaedic meetings.
• Support Resident Research Program and Orthopaedic Student Research Day.

Skills

Proficient typing skills

Interpersonal communication

Analytical skills

Education

Associate's or Bachelor's degree in related field

Job description

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 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 CollaborateIn addition, our leaders will demonstrate an aptitude for:Ensure Accountability and Build Effective TeamsDrive Vision and Purpose and Optimize Work ProcessesBy applying core and leadership competencies, leaders help Brown University Health achieve its strategic goals.

RESPONSIBILITIES

The responsibilities for this position primarily include:Under general supervision, provides principal investigators with secretarial, clerical and administrative support services, including scheduling of meetings and appointments, screening calls, preparing correspondence, taking minutes of meetings, ordering Research/Lab supplies. Prepares and follows up on purchase orders.Composes rough and final drafts of memos, correspondence and reports utilizing knowledge of situation.May coordinate information to prepare department newsletter, designs and prepares cover letter, forms, etc.Completes a variety of typing tasks including correspondence, personnel profiles, agendas, manuscripts, records, charts, statistical tables, forms, etc., which may require knowledge of medical terminology.Maintains inventory and orders office supplies at own discretion, but according to knowledge of usage patterns and within established guidelines. Prepares and follows up on purchase orders. Manage general lab resources/needs, copiers, office supplies, coffee, mail.Manage software licenses purchases and maintenance.Manage postal and shipping services.Manage RIH work orders for lab maintenance and equipment repairsCoordinate and assist in managing biweekly COBRE &Orthopaedic Research Meetings.Invite speakers as identified by Meeting Director, coordinate food orders, maintains meeting calendarCoordinate and Manage Resident Research Program. Maintain schedule of research blocks, manage presentations, manage proposals.Provide new students, unpaid interns, and hires with all necessary information tointegrate into lab and department, orientations, health care requirements, computer access.Provide travel assistance to conferences, book travel including air, hotel and carreservations as requested. Process reimbursements for travel and purchases.Coordinate and assist in developing and managing Orthopaedic Student ResearchDay (annual).

MINIMUM QUALIFICATIONS

BASIC KNOWLEDGE

Associate's or Bachelor's degree in related field required.Possesses sufficient overall knowledge of associated functions to effectively plan, direct, and evaluate work of clerical workers.Possesses sufficient interpersonal and communication skills to train and coach staff regarding current or new processes, and demonstrate sufficient maturity and experience to demonstrate how effective customer relations can improve overall customer satisfaction.Must have sufficient analytical skills to evaluate effectiveness of workflow, make recommendations for change by collecting and analyzing management reports.A level of knowledge generally obtained through completion of one year formal training beyond high school in secretarial / business program.The office skills, analytical and organizational ability to prepare departmental master staffing schedule and to effectively plan and coordinate departmental clerical and secretarial functions.Supervisory ability to guide, develop and direct activities of clerical support personnel.Interpersonal and communication skills to explain staffing and personnel decisions to departmental employees, to counsel subordinate staff and to exchange information with Hospital personnel.Proficient typing skills.Demonstrated knowledge and skills necessary to provide care to patients with consideration of aging processes, human development stages and cultural patterns in each step of the care process.

EXPERIENCE

Between one to two years progressively more responsible experience acquiring secretarial skills and experience based knowledge of support functions, ability to effectively coordinate an efficient work flow, exercise independent judgement and to develop interpersonal/communication skills.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Normal office environment with some exposure to trace anesthesia gases when checking activities of subordinates on OR floor.Considerable walking to check activities of subordinate staff at various locations within department and to exchange materials with other Hospital departments.

SUPERVISORY RESPONSIBILITY

None.

Pay Range:

$24.29-$40.07

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 8:00A - 5:00P flexible

Work Shift:

Day

Daily Hours:

Per Diem - As required

Driving Required:

No