Executive Assistant

SUMMARY

Under the general supervision of a Brown University Health Executive, performs a variety of secretarial and administrative support services. 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

The Executive Assistant is expected to embrace Brown University Health's mission of Delivering health with care and successfully role model Brown University Health's values of Compassion, Accountability, Respect, and Excellence as these guide our everyday actions with patients, customers, and one another.

• Schedules meetings as requested; types agendas and supporting documents; compiles agendas, related materials, and distributes to meeting members; arranges for rooms and refreshments. Maintains attendance records. Types and distributes minutes and maintains copies for each committee.
• Assists in preparing complex administrative reports, statements, or rosters; performs difficult data and/or information gathering, computer complex calculations, and drafts; prepares special reports/analyses for review by a Brown University Health Executive.
• Interviews visitors to the office of the Brown University Health Executive; handles specific problems or requests within the scope of authority. Opens, sorts, and distributes all mail addressed to the Brown University Health Executive.
• Maintains appointment schedule, arranges for meetings and conferences. Books and makes reservations for travel and lodging accommodations as necessary for seminars and conferences.
• Maintains accurate and orderly files of all office correspondence; maintains confidential and personal files.
• Takes shorthand and/or transcribes dictation of correspondence, reports, and memoranda. Performs a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, and schedules.
• Researches, fact finds, and assembles initial materials and data for various projects as requested.
• Receives complaints; researches issues to point of resolution or referral to department heads.
• Prepares payroll for approval. May perform specialized functions pertaining to division or department operations including bulk purchasing of supplies and materials and requisitioning regular office supplies.
• Maintains schedule, trains, and orients division clerical staff. Provides direction and guidance to secretarial staff within the administrative area.
• Maintains Administrative Manual (i.e., typing and distribution of new policies/procedures, revisions to policies, maintain files, assembles manuals).
• Records expenses and tracks to budgeted expenses; notes areas of potential concern attention.
• Reviews correspondence, memoranda, and routine reports prepared by others for executive's signature; checks format, typographical accuracy, compliance with procedural instructions, and ensures that necessary background material is attached.
• May requisition regularly used office supplies with authority to sign for purchases within specified limits.
• Maintains quality assurance, safety, environmental, and infection control in accordance with established system policies, procedures, and objectives.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS

BASIC KNOWLEDGE

Equivalent to an Associates Degree in Secretarial Science. Shorthand may be required. Comprehensive knowledge of PC word processing and spreadsheet software applications.

EXPERIENCE

Five years progressively responsible secretarial experience.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is performed in a typical office environment, requiring extended periods of sitting, standing, and walking.

SUPERVISORY RESPONSIBILITY

May provide functional supervision of up to four full-time equivalent employees. Supervision includes scheduling, orienting, and providing guidance and counsel to employees.

Pay Range

$28.12-$46.39

Location

2 Dudley Street - MOC - N/A Providence, Rhode Island 02903

Work Type

• 8:30-5

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.