Administrative Assistant

SUMMARY:

Under general direction, provides high-level administrative support. Performs functions requiring considerable knowledge and judgment regarding departmental procedures and policies. Researches information, composes correspondence and prepares regular and/or special reports.
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.

• Types a variety of materials including correspondence, manuscripts, abstracts, grant proposals, medical and statistical reports, most often utilizing knowledge of medical/technical terminology. Corrects grammar and punctuation, edits for content and revises wording at own discretion.
• Composes rough and final drafts of memos, correspondence and reports according to own knowledge of situation; signs routine correspondence in own name.
• Designs and prepares new forms.
• Answers telephone and receives visitors into the area. Ascertains needs, establishes priorities and investigates background material, often resolving matters on own authority.
• Maintains supervisor’s calendar without prior clearance for most appointments, often coordinating supervisor’s hospital, private practice and national organization(s) commitments; makes necessary travel arrangements.
• Schedules, coordinates and attends inter-departmental meetings.
• Often performs duties related to supervisor’s holding office in major national/international organizations such as coordinating symposia and annual meetings (including contacting and coordinating speakers, securing site and facilities, confirming arrangements, preparing all necessary materials), transcribing proceedings of symposia and professional manuscripts submitted for publication by other organization members.
• Drawing on a wide range of experience and knowledge of supervisor’s activities, departmental services, the functions of various departments throughout the hospital, and those of other organizations. Interacts with all levels of personnel. Exchanges information, coordinates schedules, investigates problems and resolves matters within scope of own authority.
• Maintains departmental records, and often those associated with major national organizations, including such confidential information as budget, payroll, patient and personnel data. Initiates, files, updates and purges records as necessary including data entry, storage and retrieval software.
• Maintains department statistics as required by the hospital, government and accrediting agencies. Prepares statistical reports, charts and graphs, including tabulating data, performing some statistical analysis, and arranging data in most meaningful format. Assembles, and may perform cost analysis on data for preparation of department budget.
• Monitors department budgets, reviewing requests for purchase, additional personnel, etc. against budget allowances; authorizes allowable requests and obtains further information on questionable items before discussing with supervisor.
• Maintains inventory and orders office/medical supplies at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows up on purchase orders. Meets with vendors to review and/or evaluate new supplies or equipment.
• Performs library research, including literature searches to guide supervisor to appropriate materials and to prepare bibliographies on a given topic as requested. May maintain departmental resource library.
• Assumes major responsibility for recurring programs or special projects, utilizing a wide range of knowledge and exercising considerable independent judgment in seeing project to its completion.
• Operates such office machines as CRT, word processor, calculator, photocopier and dictation equipment.
• Provides functional guidance to…