Administrative Coordinator NES

SUMMARY

Under the supervision of the Director or Principal Investigator, performs a wide variety of administrative support duties related to the Research program. 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

In addition, our leaders will demonstrate an aptitude for:

• Ensure Accountability and Build Effective Teams
• Drive Vision and Purpose and Optimize Work Processes

By applying core and leadership competencies, leaders help Brown University Health achieve its strategic goals.

RESPONSIBILITIES

The responsibilities for this position primarily include:

Under general supervision, provides principal investigators with secretarial, clerical, and administrative support services, including:

• Scheduling of meetings and appointments
• Screening calls
• Preparing correspondence
• Taking minutes of meetings
• Ordering Research/Lab supplies
• Preparing and following up on purchase orders
• Composing rough and final drafts of memos, correspondence, and reports utilizing knowledge of the situation
• Coordinating information to prepare department newsletter, designing and preparing cover letters, forms, etc.
• Completing a variety of typing tasks including correspondence, personnel profiles, agendas, manuscripts, records, charts, statistical tables, forms, etc., which may require knowledge of medical terminology
• Maintaining inventory and ordering office supplies at own discretion, but according to knowledge of usage patterns and within established guidelines
• Managing general lab resources/needs, copiers, office supplies, coffee, mail
• Managing software licenses purchases and maintenance
• Managing postal and shipping services
• Managing RIH work orders for lab maintenance and equipment repairs
• Coordinating and assisting in managing biweekly COBRE & Orthopaedic Research Meetings
• Inviting speakers as identified by Meeting Director, coordinating food orders, maintaining meeting calendar
• Coordinating and managing Resident Research Program, maintaining schedule of research blocks, managing presentations, managing proposals
• Providing new students, unpaid interns, and hires with all necessary information to integrate into lab and department, orientations, health care requirements, computer access
• Providing travel assistance to conferences, booking travel including air, hotel, and car reservations as requested
• Processing reimbursements for travel and purchases
• Coordinating and assisting in developing and managing Orthopaedic Student Research Day (annual)

MINIMUM QUALIFICATIONS

BASIC KNOWLEDGE:

• Associate's or Bachelor's degree in related field required
• Possesses sufficient overall knowledge of associated functions to effectively plan, direct, and evaluate work of clerical workers
• Possesses sufficient interpersonal and communication skills to train and coach staff regarding current or new processes, and demonstrate sufficient maturity and experience to demonstrate how effective customer relations can improve overall customer satisfaction
• Must have sufficient analytical skills to evaluate effectiveness of workflow, make recommendations for change by collecting and analyzing management reports
• A level of knowledge generally obtained through completion of one year formal training beyond high school in secretarial/business program
• The office skills, analytical and organizational ability to prepare departmental master staffing schedule and to effectively plan and coordinate departmental clerical and secretarial functions
• Supervisory ability to guide, develop, and direct activities of clerical support personnel
• Interpersonal and communication skills to explain staffing and personnel decisions to departmental employees, to counsel subordinate staff, and to exchange information with Hospital personnel
• Proficient typing skills
• Demonstrated knowledge and skills necessary to provide care to patients with consideration of aging processes, human development stages, and cultural patterns in each step of the care process

EXPERIENCE:

• Between 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, and develop interpersonal/communication skills

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• Normal office environment with some exposure to trace anesthesia gases when checking activities of subordinates on OR floor
• Considerable walking to check activities of subordinate staff at various locations within the department and to exchange materials with other Hospital departments

SUPERVISORY RESPONSIBILITY

None.

Pay Range

$24.29-$40.07

Location

Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903

Work Type

M-F 8:00A - 5:00P flexible

Work Shift

Day

Daily Hours

Per Diem - As required

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.