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Brown University Health · 20 hours ago

Administrative Assistant

East Providence, RI

Full-time

Onsite

Mid Level

$22.04/hr - $36.37/hr

3+ years exp

Brown University Health is an organization that values Compassion, Accountability, Respect, and Excellence. They are seeking an Administrative Assistant to perform a variety of secretarial and administrative functions, including preparing materials, managing schedules, and maintaining departmental records.

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Responsibilities

Prepare a variety of materials in final form including memos, correspondence and statistical reports

Must be able to work from rough drafts, dictation or utilize software programs such as word processing, spreadsheets or data base management

Compose and send out in own name, routine memos and correspondence based on own knowledge of situation

Composes rough drafts of more detailed correspondence and reports for director's review

Receive and screen visitors and telephone calls

Ascertain needs and establish priorities

Provide information or resolve matters on own authority according to established policies, often drawing on knowledge of department, Hospital and outside organizations

Maintain appointment schedule usually without prior clearance, often coordinating supervisors' hospital commitments as well as those with outside associations such as national organizations or private practices

Schedule, coordinate and attend inter-departmental meetings

Compile agenda and related materials

Type and distribute minutes

May perform duties related to supervisor's holding office in state/national/international organizations such as coordinating conferences or special events

Duties will include securing facility, contacting and coordinating speakers, confirming arrangements and preparing all necessary materials

May attend events for the purpose of registering guests, assisting with recordkeeping duties and event details

Monitor budget, review purchase requisitions and maintain accurate financial records on departmental expenses

Maintain records and statistics for department as required by corporation, government and accrediting agencies

Prepares statistical reports, chart and graphs which may require some statistical or cost analysis

Maintain departmental recordkeeping and filing systems including patient, budget, payroll and personnel data, policy and procedure manuals and databases

May assume regular responsibility for recurring projects or programs requiring a knowledge of department or corporate operations and the use of independent judgement

Maintain department inventory including ordering supplies and processing purchase orders

Meets with vendors to review and/or evaluate new supplies or equipment

Provide functional guidance to new employees or other clerical employees as needed

Maintain quality assurance, safety, environmental and infection control in accordance with established system policies, procedures and objectives

Perform other related duties as required

Qualification

Word processingSpreadsheet softwareStatistical analysisClerical supervisionCommunication skills

Required

Equivalent to completion of an Associates Degree in Secretarial Science

Knowledge of PC word processing and spreadsheet software applications required

Three to five years progressively more responsible secretary experience

Ability to work from rough drafts, dictation or utilize software programs such as word processing, spreadsheets or data base management

Ability to receive and screen visitors and telephone calls

Ability to ascertain needs and establish priorities

Ability to provide information or resolve matters on own authority according to established policies

Ability to maintain appointment schedule usually without prior clearance

Ability to schedule, coordinate and attend inter-departmental meetings

Ability to compile agenda and related materials

Ability to type and distribute minutes

Ability to monitor budget, review purchase requisitions and maintain accurate financial records on departmental expenses

Ability to maintain records and statistics for department as required by corporation, government and accrediting agencies

Ability to prepare statistical reports, charts and graphs which may require some statistical or cost analysis

Ability to maintain departmental recordkeeping and filing systems including patient, budget, payroll and personnel data, policy and procedure manuals and databases

Ability to maintain department inventory including ordering supplies and processing purchase orders

Ability to provide functional guidance to new employees or other clerical employees as needed

Ability to maintain quality assurance, safety, environmental and infection control in accordance with established system policies, procedures and objectives