Department Assistant

Brown University Health; East Providence (RI); On-site; USD 35,000 - 45,000; Full time

Job summary

Brown University Health is seeking a Department Assistant to provide administrative support. The role involves managing correspondence, scheduling meetings, and maintaining departmental records. Ideal candidates will have strong organizational skills and proficiency in Microsoft Office.

Qualifications

• At least one year of experience in administrative support.
• Knowledge of medical terminology or business procedures.

Responsibilities

• Provides administrative support duties such as typing and scheduling.
• Maintains departmental records, including budgets and payroll.
• Schedules and coordinates meetings and conferences.

Skills

Microsoft Office

English grammar

Organizational skills

Interpersonal skills

Education

High school diploma

Job description

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Summary

Under general supervision, provides a variety of administrative support duties such as typing, scheduling appointments, and managing correspondence. Manages a multi-line telephone system and offers administrative assistance as requested.

Responsibilities

1. Prepares all paperwork necessary for daily activities, including typing, filing, and performing computer operations using standard software.
2. Answers incoming calls, refers calls to appropriate personnel, takes messages, or responds to routine questions based on established guidelines.
3. Schedules, organizes, and coordinates departmental, inter-departmental, and external meetings and conferences. Attends some meetings to confirm arrangements, distribute materials, and take minutes.
4. Interacts with internal and external stakeholders to explain department services, coordinate scheduling, and resolve matters within authority or as directed.
5. Maintains departmental records, including confidential information such as budgets, payroll, and personnel data. Manages files, updates records, and maintains departmental manuals.
6. Maintains department statistics, performs data tabulation and analysis, and assists in preparing reports and budgets.
7. Monitors department expenses, reviews purchase requests, authorizes allowable requests, and alerts supervisors to questionable items.
8. Maintains inventory, orders supplies, and manages purchase orders and vendor relationships.
9. Performs literature searches and maintains departmental resource libraries as needed.
10. Operates office equipment such as computers, calculators, photocopiers, and dictation devices.
11. Provides guidance to new employees on clerical procedures and policies.
12. Performs other related duties as required.

Minimum Knowledge and Skills

• Proficiency in Microsoft Office and typing skills required.
• Good knowledge of English grammar, punctuation, spelling, and medical terminology.
• Strong organizational skills for scheduling and record-keeping.
• Ability to analyze numerical data and perform statistical calculations.
• Effective interpersonal skills for interaction with all levels of personnel.
• Ability to operate standard office equipment.

Experience

High school diploma or equivalent. At least one year of experience in administrative support, correspondence, typing, or related fields involving medical terminology or business procedures.

Work Environment and Physical Requirements

Normal office environment. Requires standing, bending, sitting, and manual dexterity for operating office equipment.

Supervisory Responsibility

None.

Brown University Health is an Equal Opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, ethnicity, sexual orientation, disability, veteran status, or marital status. Brown is a VEVRAA Federal Contractor.

Location: Bradley Hospital, East Providence, RI

Work Type: Full Time

Shift: Shift 1

Union: Non-Union