Administrative Coordinator NES

Brown University Health; Providence (RI); On-site; USD 33,062 - 55,104; Full time

Job summary

Brown University Health invites applications for an administrative support role to assist the Research program under supervision of the Director or Principal Investigator. Responsibilities include scheduling, correspondence, meeting minutes, and managing lab supplies and resources.

The position requires strong organizational and communication skills, the ability to coordinate multiple tasks, travel arrangements, and reimbursements.

Qualifications

• Associate's or Bachelor's degree in a related field required.
• Knowledge to plan, direct, and evaluate clerical work.
• Interpersonal and communication skills to train staff and improve customer satisfaction.
• Analytical skills to evaluate workflow and suggest changes.
• One year of formal training beyond high school in secretarial/business program.

Responsibilities

• Provide secretarial, clerical and administrative support including scheduling meetings and appointments.
• Prepare and follow up on purchase orders.
• Draft memos, correspondence and reports.
• Coordinate department newsletter and prepare forms.
• Typing tasks including correspondence, personnel files, agendas and reports.
• Maintain inventory and order office supplies.
• Manage lab resources, copiers, mail and office equipment.
• Oversee software license purchases and maintenance.
• Manage postal and shipping services.
• Coordinate and manage meetings and FO resources, invites speakers and calendar.
• Assist in managing Resident Research Program, schedule blocks and presentations.
• Provide onboarding information to new students and interns.
• Coordinate travel arrangements and reimbursements.
• Coordinate Orthopaedic Student Research Day.

Skills

Interpersonal and communication skills

Typing

Administrative skills

Supervisory ability

Analytical skills

Training staff

Education

Associate's or Bachelor's degree in a related field

One year of formal secretarial/business training

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 Differences, Patient and Community Focus, and Collaborate. In addition, our leaders will demonstrate an aptitude for: Ensure Accountability and Build Effective Teams, Drive Vision and Purpose, and Optimize Work Processes. By applying core and leadership competencies, leaders help Brown University Health achieve its strategic goals.

RESPONSIBILITIES

• 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, and 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.
• Coordinates 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 within established guidelines.
• Manages general lab resources/needs, copiers, office supplies, coffee, and mail.
• Manages software license purchases and maintenance.
• Manages postal and shipping services.
• Manages RIH work orders for lab maintenance and equipment repairs.
• Coordinates and assists in managing biweekly COBRE and Orthopaedic Research Meetings; invites speakers, coordinates food orders, and maintains meeting calendar.
• Coordinates and manages Resident Research Program, maintaining schedule of research blocks, managing presentations, and proposals.
• Provides new students, unpaid interns, and hires with all necessary information to integrate into lab and department, orientations, health care requirements, and computer access.
• Provides travel assistance to conferences, books travel including air, hotel, and car reservations as requested; processes reimbursements for travel and purchases.
• Coordinates and assists in developing and managing Orthopaedic Student Research Day (annual).

MINIMUM QUALIFICATIONS: BASIC KNOWLEDGE

• Associate's or Bachelor’s degree in a related field required.
• Supplies 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 maturity to improve customer satisfaction.
• Has sufficient analytical skills to evaluate effectiveness of workflow, make recommendations for change by collecting and analyzing management reports.
• Has obtained one year of formal training beyond high school in a secretarial or business program.
• Demonstrates office, analytical, and organizational ability to prepare departmental master staffing schedule and effectively coordinate 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, counsel subordinate staff, and exchange information with hospital personnel.
• Proficient typing skills.
• Knowledge necessary to provide care to patients considering aging processes, human development stages, and cultural patterns.

EXPERIENCE

Between one to two years progressively more responsible experience acquiring secretarial skills and knowledge of support functions, ability to effectively coordinate an efficient workflow, exercise independent judgement, and 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

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 8:00A - 5:00P flexible

Work Shift: Day

Daily Hours: Per Diem - As required

Driving Required: No