Administrative Assistant - Lifespan

SUMMARY:Provide administrative secretarial support primarily for assigned Vice Presidents and Administrative Directors. Provide secretarial support for other directors and managers as assigned on routine or as needed basis. Greet and assist visitors to the administrative office area.

REQUIRED QUALIFICATIONS:

High school graduate ability to operate word processing equipment and medical transcription skills and proficient with PC programs.

Knowledge of OSHA�s standards for laboratory chemical safety and blood/body fluid biohazard precautions.

PRIMARY DUTIES AND RESPONSIBILITIES:

Answers screens and effectively handles telephone calls providing information/resolution or forwarding as appropriate.


Greets visitors to the Administrative Offices and directs them appropriately.



Provides information resolves matters on own authority according to established policies drawing on knowledge of department affiliates and external organizations.



Organizes and prioritizes daily functions to maximize efficiency.



Provides administrative assistance to assigned staff.



Provides secretarial support to various departments and functions including but not limited to typing preparation and maintenance of minutes forms and other documents.



Serves as liaison between Administrators and internal/external constituencies. Communicates clearly and effectively verbally and in writing.



Coordinates appointments and meetings keeping all parties apprised.



Makes arrangements for various administrative and committee meetings:

- Prepares assembles and distributes notices agenda

- Maintains mailing lists

- Reserves conference rooms

- Arranges for refreshments and electronic equipment

- Prepares printed materials

- Serves as Recorder


Types proofreads and distributes a variety of documents using proper formats grammar usage spelling and punctuation:

- Correspondence

- Reports (including graphics and charts)

- Policies and procedures

- Forms

- Minutes



Prepares policies and procedures by typing new policies revising distributing maintaining distribution lists and maintaining all manuals computer and historical files.



Posts information and documents to Lifespan Intranet and appropriate Newport Hospital websites.



Collects aggregates and reports data on hospital-wide divisional and department-specific performance indicators.



Arranges travel plans as requested to minimize travel associated costs.



Reconciles business expense statements and receipts.



Opens and reviews incoming correspondence; prioritizes and disseminates obtaining necessary back up information prior to forwarding. Prepares responses to routine and non-routine correspondence based upon experience with or knowledge of the subject matter or as directed.



Maintains computer and general files to ensure confidentiality and accessibility of current and complete information.



Books conference rooms as requested.



Performs a variety of other administrative functions involving interactions with other departments including the completion of cash vouchers check requests travel requests personnel/payroll requests material requisitions and capital expenditure requests.



Maintains adequate inventory of department office supplies. Prepares requisitions for needed equipment orsupplies andsubmits for approval.



Demonstrates ability to utilize PC and Microsoft Office software accurately and efficiently.



Identifies and appropriately refers to Vice Presidents/Directors any issues of which they should be made aware.

BENEFITS:

For qualifyingpositionswe offer:

Competitive pay and paid time off

Medical coverage

Dental coverage

Vision coverage

401K match

Education Assistance and Reimbursement

Wellness programs and more!

Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status. Lifespan is a VEVRAA Federal Contractor.

Location: Newport Hospital

Work Type: Full Time

Shift: 1^stShift

Union:Non Union