Administrative Assistant - Brown University Health

Types a variety of materials including correspondence. 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 receive visitors into the area. Ascertains needs establishes priorities and investigates background material often resolving matters on own authority.

Maintains supervisors multiple physicians calendar without prior clearance for most appointments. Schedules coordinates and attends inter-departmental meetings as needed. Take and issue meeting notes.

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 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.

Supports and leads projects as required.

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. Ensures that FTE reporting is correct and if not work to ensure that it is corrected.

Maintains inventory and orders office at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows up on purchase orders.

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.

Provides functional guidance to new employees regarding the clerical operations policies and procedures of the department.

High school graduate or General Equivalency Diploma required.

Up to one year specialized training including course work in correspondence typing and general business procedures.

The ability to exercise considerable independent judgment in the performance of most daily duties.

Proficient typing skills are required in order to prepare a variety of materials. Must have exceptional Excel and Microsoft word skills.

Good knowledge of English grammar punctuation and spelling to correct and edit written materials; understanding of medical terminology is most often required.

A high level of organizational skills to coordinate supervisor�s and help support the management team.

Ability to perform analysis of numerical data involving the use of mathematical formulas as well as routine tabulation.

A high level of interpersonal skills to effectively represent the supervisor in interaction with all levels of personnel within and outside the hospital.

The ability to operate a variety of office equipment is required.

EXPERIENCE:

A minimum of one to two years experience is required including that period on-the-job to learn procedures specific to the department.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

Working conditions are generally good with little discomfort due to noise heat dust etc.

Considerable walking may be required to gather and distribute materials around the hospital.

Other duties as needed

INDEPENDENT ACTION:

Incumbent functions within a broad scope of department policies and practices; generally refers specific problems where clarification of departmental policies and procedures may be required.

SUPERVISORY RESPONSIBILITIES:

None.