Department Assistant

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.

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 offices 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.

Other information:
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.

Brown University Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status. Brown University Health is a VEVRAA Federal Contractor.

Location: Bradley Hospital USA:RI:East Providence

Work Type: Full Time

Shift: Shift 1

Union: Non-Union