Administrative Assistant

Summary:

Under
general direction provides high-level administrative support.  Performs functions requiring considerable
knowledge and judgment regarding departmental procedures and policies.  Researches information composes
correspondence and prepares regular and/or special reports. 



 




 

Responsibilities:

The
Administrative Assistant is expected to embrace Lifespan�s mission of
�Delivering health with care� and successfully role model Lifespan�s values of
Compassion Accountability Respect and Excellence as these guide our everyday
actions with patients customers and one another. 



 



        
Types a variety
of materials including correspondence. Corrects grammar and punctuation edits
for content and revises wording at own discretion.  May use word processing and/or dictation
equipment shorthand or speedwriting.



        
Composes rough
and final drafts of memos correspondence and reports according to own
knowledge of situation; signs routine correspondence in own name.  Designs and prepares new forms.



        
Answers
telephone and receive visitors into the area. 
Ascertains needs establishes priorities and investigates background
material often resolving matters on own authority.



        
Maintains
supervisor�s calendar without prior clearance for most appointments.  Schedules coordinates and attends
inter-departmental meetings.  Take and
issue meeting notes.



        
Supports a
Director 4 Manager�s and others as required.



        
Drawing on a
wide range of experience and knowledge of supervisor�s activities departmental
services the functions of various departments throughout the hospital and
those of other organizations.  Interacts
with all levels of personnel.  Exchanges
information coordinates schedules investigates problems and resolves matters
within scope of own authority.



        
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 storage
and retrieval software.



        
Supports and
leads projects as required. 



        
Monitors
department budgets reviewing requests for purchase additional personnel etc.
against budget allowances; authorizes allowable requests and obtains further
information on questionable items before discussing with supervisor.  Ensures that FTE reporting is correct and if
not work to ensure that is corrected.



        
Maintains
inventory and orders office at own discretion according to knowledge of usage
patterns and budgeted allowances. 
Prepares and follows up on purchase orders. 



        
Assumes major
responsibility for recurring programs or special projects utilizing a wide
range of knowledge and exercising considerable independent judgment in seeing
project to its completion.



        
Operates such
office machines as CRT word processor calculator photocopier and dictation
equipment.



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

 

Other information:

High school graduate or General Equivalency Diploma
required.



 



Up to one year specialized training including course
work in correspondence typing 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.  Must
have exceptional Excel and Microsoft word skills.



 



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 and help support the management team.



 



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