Secretary C

Summary:
Under general supervision provides a variety of secretarial duties such as typing scheduling appointments for procedures in multiple rooms simultaneously processing and reconciling billing information. Managing a multiline telephone system. Provides administrative assistance as requested.

 

Responsibilities:
Arranges patients� visits often coordinating scheduling of physicians with other care providers. Assembles necessary materials prior to patient�s arrival gives instructions to patient as appropriate and may prepare daily or monthly billing.



Schedules organizes and coordinates departmental inter-departmental and national/international meetings and conferences. Attends certain of these meetings to confirm arrangements distribute materials and to take and compose minutes of proceedings.



Interacts with others within and outside the hospital to explain department services policies and procedures coordinates scheduling and special arrangements and resolves 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 storage and retrieval via CRT. 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 and prepares bibliographies on a given topic as requested by supervisor. May maintain departmental resource library.



Operates office machines such as a personal computer calculator photocopier manuscript binding and dictation equipment.



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



ADDENDUM



Supports Rhode Island Hospital's Division of Hematology/Oncology Research and administrative/academic program needs. Includes support for Division clinical and research physicians by providing a high level of strong organizational grammar and computer skills as required in preparing complex schedules and correspondence coordinating physician calendars credentialing processing domestic and international travel arrangements registrations and reimbursements multiple on-line programs as required and telephone triaging. Provides administrative assistance and necessary back-up coverage as needed for Tumor Boards educational conference preparations fund raising events.



Organization of research symposia as well as one to two day visiting research speakers arranging all aspects of program visit.



Assist Research Principal Investigators with various elements of grant preparation (biosketch proofreading editing and formatting of grant-related documents).



Arranges meetings/lectures/teleconferences processes physician time and effort reports follow-up/filing IRB research submissions via on-line system and taking meeting minutes as required.



Independently composes letters and miscellaneous communications for both Research and Clinical physicians within department protocol.



Assists physicians with preparation of academic appointment applications preparation/updates of curriculum vitae obtaining teaching evaluations and continuing education records via on-line systems preparation and submission of manuscripts abstracts and journal articles requiring strong word processing proofreading and editing skills.



Distributes mail to all physician offices within the Division.



Assists Office Manager and other administrative staff in various daily duties as needed.

 

Other information:
BASIC KNOWLEDGE:



High school graduate or General Equivalency Diploma.



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 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:



One year of experience in specializing in correspondence typing medical terminology and general business procedures.



At least six months to one year experience is required including the period of on-the-job training to learn procedures specific to the department.



WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:



Working conditions are generally good with little discomfort due to noise heat dust etc.



Considerable walking may be required to gather and distribute materials around the hospital.



 

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: IBT