Clerical Group Leader

Summary

Under general supervision, provides secretarial, clerical and administrative support services, including scheduling of meetings and appointments, screening calls, preparing correspondence, taking minutes of meetings, maintaining patient records, preparing statistical analyses, etc. Brown University Health employees are expected to role‑model the organization’s values of compassion, accountability, respect and excellence, and to demonstrate the core Success Factors—instill trust, value differences, patient and community focus, and collaborate.

• Coordinates the efficient flow of work through an assigned area of responsibility.
• Prioritizes and assigns work to subordinate clerical personnel, reviewing work for accuracy, grammar, punctuation, completeness and format.
• Provides functional guidance regarding clerical operations, policies and procedures of the department.
• Interview prospective employees, recommend selection, complete performance appraisals, recommend corrective actions up to and including termination, and recommend salary adjustments where appropriate.
• Maintains the supervisor’s calendar, schedules meetings and appointments, and arranges travel accommodations.
• Prepares agendas, gathers pertinent data for dissemination, attends meetings to take, compose, transcribe and distribute minutes.
• Answers telephone calls and receives visitors, ascertains needs, establishes priorities, investigates background material, and relays other calls to the appropriate individual.
• Prepares and maintains a variety of reports and documents—often of a confidential nature—requiring file search, interpretation and compilation of data (e.g., budget reports, billing, grant proposals, timesheets).
• Prepares statistical analyses for patient numbers, treatment types, services provided, discharges, tray census, dietary statistics reports or other reports requiring compilation, tabulation and display of data.
• Composes rough and final drafts of memos, correspondence and reports utilizing knowledge of the situation, and signs routine correspondence in own name.
• Coordinates information to prepare department newsletters, designs and prepares cover letters, forms, etc.
• Completes a variety of word‑processing tasks including correspondence, personnel profiles, agendas, manuscripts, records, charts, statistical tables, forms, etc.—which may require knowledge of medical terminology; may take transcribed dictation.
• Gathers information and prepares billing for services rendered, sending as appropriate to an individual or third‑party payer; maintains appropriate records for budgetary purposes.
• Establishes, maintains and revises records and filing systems, often handling highly confidential materials such as budget, payroll, patient and personnel data.
• Proposes changes in work procedures to more effectively coordinate flow of work through area of responsibility.
• Records and monitors expenditures against budget, alerts supervisor of possible areas of concern.
• Maintains inventory and orders office/medical supplies at own discretion, according to usage patterns and within established guidelines; prepares and follows up on purchase orders.
• Performs library research to secure materials or guide the supervisor to an appropriate source and prepares bibliographies on a given topic; may maintain a departmental resources library.
• Performs clerical duties using equipment such as calculator, copier, copy machine, typewriter and transcription equipment; opens, sorts and distributes mail.
• Answers routine requests, maintains time sheets for personnel, processes requests for checks and expense vouchers.
• Performs duties of subordinate clerical staff due to absence or if workload requires.
• Performs other duties as assigned.

• BASIC KNOWLEDGE: One year of formal secretarial/business education or its equivalent beyond high‑school skills; medical terminology may also be required.
• EXPERIENCE: One to two years progressively more responsible experience acquiring secretarial skills and experience‑based knowledge of support functions; ability to effectively coordinate an efficient workflow; exercise independent judgment; develop…