Administrative Assistant

Summary:
Reporting to the Pharmacy Director Lifespan provides high-level administrative support to affiliate pharmacy management at Rhode Island The Miriam Newport and Bradley Hospitals and Lifespan Pharmacy. Manages time information and communications reliably and professionally using sound judgment. Balances conflicting priority duties. Maintains excellent working relationships with employees and leadership at all levels.

 

Responsibilities:
Manages calendar for department director managers and senior clinical pharmacists

without prior clearance for most meetings.



Works with administrative assistants at SVP VP Director and physician leadership level to plan hospital and organization-wide meetings including coordination of availability proper room selection A/V equipment agenda distribution meeting packets meeting reminders minutes etc.



Prepares and organizes reports letters presentations and other documents.



Maintains policies and procedures for department including tracking those due for review (every 3 years for hospital every 12 months for Lifespan Pharmacy) incorporating edits obtaining signatures for hospital-wide policies etc.



Arranges travel for department employees attending national meetings and external residents/applicants coming for onsite interviews coordinates lodging and logistics for international travelers (Chinese pharmacist interns).



Coordinates pharmacy staff meetings and special events (e.g. retirement celebrations etc.).



Prepares facilitates and/or coordinates various department documents (e.g. copies business cards presentations check requests reimbursement vouchers academic reimbursement vouchers department signs etc.).



Answers telephone coming in to general pharmacy administration ascertains needs directs calls establishes priorities may resolve matter on own authority.



Recognizes or anticipates problems and refers them immediately to the right person for resolution.



Assists with payroll.



Types a variety of materials including correspondence manuscripts abstracts grant proposals and statistical reports.



Composes rough and final drafts of memos and meeting minutes. Signs routine correspondence in own name. Designs and prepares new forms.



Performs duties related to department director managers and senior clinical pharmacists holding office in major national/international organizations such as coordinating symposia and annual meetings (including contacting and coordinating speakers securing site and facilities confirming arrangements preparing all necessary

materials) transcribing proceedings of symposia and professional manuscripts submitted for publication by other organization members.



Maintains departmental records and confidential information such as budget payroll and personnel data. Initiates files updates and purges records as necessary. Responsible for coordinating recurring meetings and programs.



Provides functional guidance to new employees regarding the clerical operations.

 

Other information:
BASIC KNOWLEDGE:



High school graduate or General Equivalency Diploma required.



Up to one year specialized training including course work in correspondence typing medical terminology and general business procedures.



The ability to exercise considerable independent judgment in the performance of most daily duties.



Proficient typing skills are required in order to prepare a variety of materials some 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 coordinate supervisor�s schedule and national conference arrangements and to maintain complex records.



Ability to perform analysis of numerical data involving the use of mathematical formulas as well as routine tabulation.



A high level of interpersonal skills to effectively represent the supervisor in interaction with all levels of personnel within and outside the hospital.



The ability to operate a variety of office equipment is required.



EXPERIENCE:



A minimum of one to two years experience is required including that period on-the-job to learn procedures specific to the department.

 

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