Administrative Assistant
About The Position
Under general direction, the Administrative Assistant provides high-level administrative support and performs duties requiring considerable knowledge and judgment regarding departmental procedures and policies. The role researches information, composes correspondence, and prepares regular and special reports. Brown University Health employees are expected to model the values of Compassion, Accountability, Respect, and Excellence, and demonstrate the core Success Factors: Instill Trust and Value Differences, Patient and Community Focus, and Collaborate. The Administrative Assistant supports a Director, Manager, and others as required. The position works with a wide range of knowledge about the supervisor’s activities, departmental services, hospital departments, and other organizations. The incumbent operates within a broad scope of department policies and practices and generally refers specific problems when clarification of policies or procedures is needed. No supervisory responsibilities are assigned.
Requirements
- High school diploma or General Equivalency Diploma.
- Up to one year of specialized training, including coursework in correspondence typing and general business procedures.
- One to two years of experience, including time spent learning department-specific procedures on the job.
- Ability to exercise considerable independent judgment in daily duties.
- Proficient typing skills.
- Exceptional Microsoft Excel and Microsoft Word skills.
- Knowledge of English grammar, punctuation, and spelling sufficient to correct and edit written materials.
- Understanding of medical terminology is most often required.
- Strong organizational skills to coordinate the supervisor’s schedule and support the management team.
- Ability to analyze numerical data using mathematical formulas and perform routine tabulation.
- Strong interpersonal skills to represent the supervisor effectively in interactions with personnel inside and outside the hospital.
- Ability to operate a variety of office equipment.
Responsibilities
- Types a variety of materials, including correspondence, and edits written materials for grammar, punctuation, content, and wording.
- Composes drafts and final versions of memos, correspondence, and reports, and signs routine correspondence in their own name.
- Designs and prepares new forms.
- Answers telephone calls and receives visitors.
- Determines needs and priorities, investigates background information, and resolves matters within their authority.
- Maintains the supervisor’s calendar, schedules and coordinates inter-departmental meetings, and attends meetings.
- Takes and distributes meeting notes.
- Interacts with personnel at all levels to exchange information, coordinate schedules, investigate problems, and resolve matters within the scope of authority.
- Maintains departmental records, including confidential budget, payroll, patient, and personnel data; initiates, files, updates, purges, enters, stores, and retrieves records.
- Supports and leads projects as required, including taking major responsibility for recurring programs or special projects through completion.
- Monitors department budgets, reviews purchase and personnel requests against budget allowances, authorizes allowable requests, and follows up on questionable items with the supervisor.
- Ensures FTE reporting is correct and works to correct discrepancies.
- Maintains inventory and orders office supplies according to usage patterns and budgeted allowances.
- Prepares and follows up on purchase orders.
- Operates office equipment, including a CRT, word processor, calculator, photocopier, and dictation equipment.
- Provides functional guidance to new employees on departmental clerical operations, policies, and procedures.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
