Executive Assistant

BHMG Lifespan Physician Group, Inc., d/b/a Brown Health Medical Group; Philadelphia (Philadelphia County); On-site; USD 39,000 - 63,000; Full time

Job summary

Brown University Health is seeking an Executive Assistant to provide comprehensive administrative support to the Brown University Health Executive. Responsibilities include calendar management, minute-taking, travel arrangements, and compiling reports.

The role requires organizational excellence and discretion in handling confidential information. The position is based in Providence, RI and offers day shifts with 8-hour workdays.

Qualifications

• Equivalent to an Associates Degree in Secretarial Science.
• Shorthand may be required.
• Comprehensive knowledge of PC word processing and spreadsheet software applications.

Responsibilities

• Schedules meetings as requested.
• Types agendas and supporting documents.
• Compiles agendas, related materials and distributes to meeting members.
• Arranges for rooms and refreshments.
• Maintains attendance records.
• Types and distributes minutes and maintains copies for each committee.
• Assists in preparing complex administrative reports, statements or rosters, performs difficult data and/or information gathering, computer complex calculations and drafts.
• Prepares special reports/ analyses for review by a Brown University Health Executive.
• Interviews visitors to the office of the Brown University Health Executive.
• Opens, sorts, and distributes all mail addressed to the Brown University Health Executive.
• Maintains appointment schedule, arranges for meetings and conferences.
• Maintains accurate and orderly files of all office correspondence, maintains confidential and personal files.
• Takes shorthand and/or transcribes dictation of correspondence reports and memoranda.
• Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables and schedules.
• Researches, fact finds, and assembles initial materials and data for various projects as requested.
• Receives complaints.
• Researches issues to point of resolution or referral to department heads.
• Prepares payroll for approval.
• May perform specialized functions pertaining to division or department operations including bulk purchasing of supplies and materials and requisitioning regular office supplies.
• Maintains schedule, trains, and/orients division clerical staff.
• Provides direction and guidance to secretarial staff within administrative area.
• Maintains Administrative Manual (i.e., typing and distribution of new policies/procedures, revisions to policies, maintain files, assembles manuals. Records expenses and tracks to budgeted expenses, notes areas of potential concern attention)
• Reviews correspondence, memoranda, and routine reports prepared by others for executive's signature; checks format, typographical accuracy, compliance with procedural instructions, and ensures that necessary background material is attached
• May requisition regularly used office supplies with authority to sign for purchases within specified limits
• Maintains quality assurance, safety, environmental, and infection control in accordance with established system policies, procedures, and objectives
• Performs other related duties as required

Skills

Shorthand

Word processing

Spreadsheet software

Education

Associate degree in Secretarial Science

Tools

PC word processing software

Job description

SUMMARY

Under the general supervision of a Brown University Health Executive, performs a variety of secretarial and administrative support services. 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

The Executive Assistant is expected to embrace Brown University Health 's mission of Delivering health with care and successfully role model Brown University Health 's values of Compassion, Accountability, Respect, and Excellence as these guide our everyday actions with patients, customers and one another.

• Schedules meetings as requested
• Types agendas and supporting documents
• Compiles agendas, related materials and distributes to meeting members
• Arranges for rooms and refreshments
• Maintains attendance records
• Types and distributes minutes and maintains copies for each committee
• Assists in preparing complex administrative reports, statements or rosters, performs difficult data and/or information gathering, computer complex calculations and drafts
• Prepares special reportsnalyses for review by a Brown University Health Executive
• Interviews visitors to the office of the Brown University Health Executive
• Handles specific problems or requests within scope of authority
• Opens, sorts, and distributes all mail addressed to the Brown University Health Executive
• Maintains appointment schedule, arranges for meetings and conferences
• Books and makes reservations for travel and lodging accommodations as necessary for seminars and conferences
• Maintains accurate and orderly files of all office correspondence, maintains confidential and personal files
• Takes shorthand and/or transcribes dictation of correspondence reports and memoranda
• Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables and schedules
• Researches, fact finds, and assembles initial materials and data for various projects as requested
• Receives complaints
• Researches issues to point of resolution or referral to department heads
• Prepares payroll for approval
• May perform specialized functions pertaining to division or department operations including bulk purchasing of supplies and materials and requisitioning regular office supplies
• Maintains schedule, trains, and orients division clerical staff
• Provides direction and guidance to secretarial staff within administrative area
• Maintains Administrative Manual (i.e., typing and distribution of new policies/procedures, revisions to policies, maintain files, assembles manuals. Records expenses and tracks to budgeted expenses, notes areas of potential concern attention)
• Reviews correspondence, memoranda, and routine reports prepared by others for executive 's signature; checks format, typographical accuracy, compliance with procedural instructions, and ensures that necessary background material is attached
• May requisition regularly used office supplies with authority to sign for purchases within specified limits
• Maintains quality assurance, safety, environmental, and infection control in accordance with established system policies, procedures, and objectives
• Performs other related duties as required

MINIMUM QUALIFICATIONS

BASIC KNOWLEDGE

• Equivalent to an Associates Degree in Secretarial Science.
• Shorthand may be required.
• Comprehensive knowledge of PC word processing and spreadsheet software applications.

EXPERIENCE

• Five years progressively responsible secretarial experience.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is performed in a typical office environment, requiring extended periods of sitting, standing and walking.

SUPERVISORY RESPONSIBILITY

May provide functional supervision of up to four full-time equivalent employees. Supervision includes scheduling, orienting, and providing guidance and counsel to employees.

Pay Range: $28.12-$46.39

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: 2 Dudley Street - MOC - N/A Providence, Rhode Island 02903

Work Type: -f 8:30-5

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.