Administrative Assistant

Summary:
Under general supervision perform a variety of secretarial and administrative functions. May include functional supervision of clerical support staff.

 

Responsibilities:
Prepare a variety of materials in final form including memos correspondence and statistical reports. Must be able to work from rough drafts dictation or utilize software programs such as word processing spreadsheets or data base management.



Compose and send out in own name routine memos and correspondence based on own knowledge of situation. Composes rough drafts of more detailed correspondence and reports for director's review.



Receive and screen visitors and telephone calls. Ascertain needs and establish priorities. Provide information or resolve matters on own authority according to established policies often drawing on knowledge of department Hospital and outside organizations.



Maintain appointment schedule usually without prior clearance often coordinating supervisors' hospital commitments as well as those with outside associations such as national organizations or private practices. Schedule coordinate and attend inter-departmental meetings. Compile agenda and related materials. Type and distribute minutes.



May perform duties related to supervisor's holding office in state/national/international organizations such as coordinating conferences or special events. Duties will include securing facility contacting and coordinating speakers confirming arrangements and preparing all necessary materials. May attend events for the purpose of registering guests assisting with recordkeeping duties and event details.



Monitor budget review purchase requisitions and maintain accurate financial records on departmental expenses.



Maintain records and statistics for department as required by corporation government and accrediting agencies. Prepares statistical reports chart and graphs which may require some statistical or cost analysis.



Maintain departmental recordkeeping and filing systems including patient budget payroll and personnel data policy and procedure manuals and databases.



May assume regular responsibility for recurring projects or programs requiring a knowledge of department or corporate operations and the use of independent judgement.



Maintain department inventory including ordering supplies and processing purchase orders. Meets with vendors to review and/or evaluate new supplies or equipment.



Provide functional guidance to new employees or other clerical employees as needed.



Maintain quality assurance safety environmental and infection control in accordance with established system policies procedures and objectives.



Perform other related duties as required.

 

Other information:
BASIC KNOWLEDGE:

Equivalent to completion of an Associates Degree in Secretarial Science.



Knowledge of PC word processing and spreadsheet software applications required.



EXPERIENCE:

Three to five years progressively more responsible secretary experience.



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

 

Lifespan is an Equal Opportunity / Affirmative Action 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.   Lifespan is a VEVRAA Federal Contractor.

 

Location: Rhode Island Hospital USA:RI:Providence

 

Work Type: Full Time

 

Shift: 1

 

Union: Non-Union

Work Schedule:
7:30-4:00 Flexible