Administrative Assistant

SUMMARY

Reporting to the Director of Patient Care Services, the Administrative Assistant is responsible for a variety of administrative and secretarial support duties for inpatient care units. Key job responsibilities include working on a variety of projects as assigned by the Director of Patient Care Services and/or Nurse Manager(s). Duties include maintaining a safe environment which remains compliant with regulatory and accreditation agencies. 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

RESPONSIBILITIES

Maintains inventory and orders office and other supplies at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows up on purchase orders and requests for checks. Meets with vendors to review and/or evaluate new office supplies or equipment. Demonstrates understanding of job description, performance expectations, and competency assessment plan. Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to our Customer Service Standards. Answers telephones, screens calls, takes messages, forwards calls to the appropriate parties, effectively handles calls as appropriate, takes meeting minutes, schedules meetings, assists with staffing schedules, and assigned payroll tasks. Complies with department and hospital policies and procedures. Reviews department and hospital policies. Prepares policies and procedures by typing new and revised policies, posting online and maintaining manuals and historical files. Completes mandatory education (hospital wide, department-specific, and job specific). Maintains department statistics as required by the hospital, government, and accrediting agencies. Maintains department records including such confidential information as budget, payroll, patient, and personnel data. Prepares all paperwork necessary to support leader(s) for interviews, meetings, evaluations, filing, etc. Assists the department director/manager to plan for scheduled and unscheduled staff vacancies by reassigning personnel and supplementing staffing. Schedules, organizes, and coordinates departmental, inter-departmental, and national meetings and conferences. Attends some of these meetings to confirm arrangements, distribute materials, and to take and compose minutes of proceedings as needed. Collaborates with nursing management to ensure that the department’s scope of services strives to meet the needs and expectations of internal and external customers. Foresees potential problems and intervenes to offset adverse impact. Interacts with others, within and outside the hospital/department, to explain department services, policies and procedures, coordinate scheduling and special arrangements, and to resolve matters within the scope of own authority, or as directed by Director. Demonstrates flexibility and innovation to facilitate the changes required to improve operations or to enhance revenue, effectiveness, productivity, responsiveness, and other quality factors. Demonstrates ability to respond to and provide direction on changing workload during crises and emergency situations. Exhibits effective decision-making skills. 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 and storage. Monitors department expense budget, reviewing requests for purchases submitted by others against budget allowances; authorizes allowable requests and alerts supervisor to questionable items. Ensures the security and confidential treatment of sensitive and private information. Demonstrates effective writing skills for correspondence, reports, and other documents. Collaborates with other leaders and relevant personnel to resolve problems and make decisions. Compiles and maintains Nursing Division and select Patient Care Services staff contact directory. Processes and distributes end-of-pay period reports. Maintains computer hardware and software, and inventory of supplies. Coordinates scheduling and provides requested reports through electronic scheduling systems. Maintains staff records (i.e. use of sick time, FMLA, per diem, select inservices/competencies). Serves as resource for electronic scheduling systems. Communicates with appropriate director/manager and nurse supervisor all pertinent staffing information in a prompt and accurate manner. Demonstrates effective writing skills for correspondence, reports, and other documents. Provides administrative support to Directors/Manager as assigned. Coordinates and tracks administrative aspects of the onboarding process for new hires. Tracks the status of open work orders to ensure patient safety. Operates and maintains a variety of office equipment. Performs/prioritizes work appropriately. Performs other duties as assigned.

MINIMUM QUALIFICATIONS

BASIC KNOWLEDGE

• High School diploma or equivalent.
• Associate degree in secretarial/medical administrative assistant studies preferred.
• Minimum of three years comparable secretarial experience.
• Proficient in the use of Microsoft Office software.
• Proficient in the use of a variety of office equipment.
• Excellent written and verbal communication skills.
• Excellent organizational and customer service skills.
• Team oriented and able to work in a cooperative fashion with diverse groups of employees and affiliated staff across the organization.
• Strong analytical, organizational, interpersonal, and demonstrated customer service skills required.
• Exhibits effective listening skills.
• Ability to function effectively in an environment subject to urgent and frequent service requests.
• Proficiency in word processing and spreadsheet software.

EXPERIENCE:

Prior experience with electronic scheduling systems preferred.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Must be able to sit for 3-7 hours; stand, walk, twist, bend, squat, and kneel infrequently. Must be able to lift 10-35 lbs. with good body mechanics. Must be able to use both hands and perform work with moderate deviation from neutral wrist position with moderate hand/wrist repetitions. Must be able to perform frequent fine motor skills. Near and far vision must be accurate at 20/20 with moderate color discrimination and accurate depth perception. Must be able to hear whisper at 3 feet.

Pay Range

$22.04-$36.37

Location

Newport Hospital - 11 Friendship Street Newport, Rhode Island 02840

Work Type

M-F 0800am-4:30pm

Work Shift

Day

Daily Hours

8 hours

Driving Required

No

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.