Department Assistant PD

SUMMARY

Under general supervision, provides a variety of administrative support duties such as typing, scheduling appointments for meetings, etc. Manages a multi-line telephone system. Provides administrative assistance as requested. 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

Prepares all paperwork necessary to process daily activities. Types, faxes, files, word processes, and performs computer operations using standard software.

Answers incoming telephone calls. Refers calls to appropriate person, takes messages, or responds to routine questions based on established guidelines.

Schedules, organizes, and coordinates departmental, inter-departmental, and national/international meetings and conferences. Attends some of these meetings to confirm arrangements, distribute materials, and to take and compose minutes of proceedings as needed.

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 supervisor.

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. Updates departmental and professional policy/procedures manual.

Maintains department statistics as required by the hospital, government, and accrediting agencies. Tabulates data and performs some statistical analysis in order to prepare recurring statistical reports. May assemble and tabulate data for use in preparation of department budgets.

Monitors department expense budget, reviewing requests for purchases submitted by others against budget allowances; authorizes allowable requests and alerts supervisor to questionable items.

Maintains inventory and orders office and medical 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.

Performs literature searches on a given topic, as requested by Director or Manager. May maintain departmental resource library.

Operates office machines such as personal computer, calculator, photocopier, and manuscript binding and dictation equipment.

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

Performs other related duties as required.

MINIMUM QUALIFICATIONS

BASIC KNOWLEDGE:

• High-end capabilities in Microsoft Office preferred.
• Proficient typing skills are required in order to prepare a variety of materials, such as grant proposals and manuscripts, requiring a precise format.
• 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 prepare complex schedules and conference arrangements and to maintain departmental files, records, and statistical data.
• The ability to perform analysis of numerical data involving the use of mathematical formulas as well as routine tabulations.
• Interpersonal skills to effectively interact with all levels of personnel both within and outside of the hospital.
• The ability to operate a variety of office equipment is required.

EXPERIENCE:

• High school graduate or equivalent.
• One year of experience in specializing in correspondence typing, medical terminology, and/or general business procedures.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

• Normal office environment.
• Requires standing, bending, and sitting.
• Sufficient visual acuity and manual dexterity to use computer keyboard and other common office equipment.

SUPERVISORY RESPONSIBILITY:

None

Pay Range

$18.13-$29.90

Location

The Miriam Hospital - 164 Summit Ave Providence, Rhode Island 02906

Work Type

Mon thru Fri 730-5 as needed

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.