Administrative Assistant

SUMMARY

Reporting to the Director of Patient Care Services, the Administrative Assistant is responsible for a variety of administrative and secretarial support duties for inpatient care units. Key job responsibilities include working on a variety of projects as assigned by the Director of Patient Care Services and/or Nurse Manager(s). Duties include maintaining a safe environment that remains compliant with regulatory and accreditation agencies.

Brown University Health employees are expected to role model the organization’s values of Compassion, Accountability, Respect, and Excellence, which guide everyday actions with patients, customers, and one another. Employees also demonstrate the core Success Factors that describe how we work together and achieve results; these include instilling trust, valuing differences, focusing on patients and the community, and collaborating.

• Maintains inventory and orders office supplies within budget.
• Prepares and follows up on purchase orders and check requests.
• Meets with vendors to review and evaluate new office supplies or equipment.
• Demonstrates understanding of job description, performance expectations, and competency assessment plan.
• Demonstrates a commitment to meeting and exceeding customer needs and adheres to Customer Service Standards.
• Answers phones, screens calls, takes messages, forwards calls, and handles calls effectively.
• Takes meeting minutes, schedules meetings, assists with staffing schedules, and handles assigned payroll tasks.
• Complies with department and hospital policies and procedures; reviews and prepares policies and procedures, typifies new and revised policies, posts online, and maintains manuals and historical files.
• Completes mandatory education (hospital‑wide, department‑specific, and job‑specific).
• Maintains department statistics required by the hospital, government, and accrediting agencies.
• Maintains department records, including confidential information such as budget, payroll, patient, and personnel data.
• Prepares all paperwork necessary to support leaders for interviews, meetings, evaluations, and filing.
• Assists the director/manager in planning for scheduled and unscheduled staff vacancies by reassigning personnel and supplementing staffing.
• Schedules, organizes, and coordinates departmental, inter‑departmental, and national meetings and conferences.
• Attends meetings to confirm arrangements, distribute materials, and take and compose minutes of proceedings.
• Collaborates with nursing management to ensure the department’s services meet internal and external customer expectations.
• Foresees potential problems and intervenes to offset adverse impact.
• Interacts within and outside the hospital to explain services, policies, coordinate scheduling, and resolve matters within scope of authority.
• Demonstrates flexibility and innovation to facilitate operational changes, revenue enhancement, and productivity improvements.
• Responds to changing workload during crises and emergency situations, providing direction.
• Exhibits effective decision‑making skills.
• Initiates, updates, and purges records, handling data entry and storage.
• Monitors department expense budget, reviews purchase requests, authorizes allowable requests, and alerts supervisors of questionable items.
• Ensures security and confidential treatment of sensitive private information.
• Provides effective writing skills for correspondence, reports, and other documents.
• Collaborates with other leaders to resolve problems and make decisions.
• Compiles and maintains the Nursing Division and selected Patient Care Services staff contact directory.
• Processes and distributes end‑of‑pay‑period reports.
• Maintains computer hardware and software inventory.
• Coordinates scheduling and provides requested reports via electronic scheduling systems.
• Maintains staff records, such as sick time, FMLA, per diem, and in‑services/competencies.
• Serves as resource for electronic scheduling systems.
• Communicates pertinent staffing information to director/manager and nurse supervisor promptly and accurately.
• Provides administrative support to directors/managers as assigned.
• Coordinates and tracks onboarding process for new…