Job Information
University Medicine Administrative Assistant-Geriatrics in Providence, Rhode Island
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Consistently applies the Brown Medicine values of patient care priority, dignity, collaboration, integrity, and quality in support of the Brown Medicine mission to deliver compassionate, high-quality patient care, research excellence and outstanding physician education. Is responsible for knowing and acting in accordance with the Brown Medicine Compliance Program and Code of Conduct.. Consistently, practices the Brown Medicine Customer Service Standards.
KNOWLEDGE, SKILLS & ABILITIES REQUIRED:
Performs a variety of clerical tasks relative to collection, organization, preparation, distribution, and record keeping of large volumes of information necessary to meet recruiting documentation and information requirements of in-house post-graduate training program specifications.
According to specific guidelines, assembles literature to be sent out to recruit programs participants. May compose and type introduction letters, forms and other descriptive literature to be included in the recruiting package. Mails information to designated institutions.
Orders and distributes such as correspondence, forms, statistical analyses, distributes mail, agendas, and reports, including large volumes of material related to program content and purpose prepared for faculty advisors, program members and regulatory or accrediting agencies.
Utilizing a thorough knowledge of the Hospital, department, and program acts as a resource person to program participants, as well as other Hospital staff, to provide information. Acts to resolve matters on own within the scope of responsibility and authority.
Develops, maintains, and revises as necessary records and filing system, including updating program manuals as instructed.
Provides functional guidance to other clerical personnel who you may assist during peak periods with the preparation of correspondence, brochures, manuals, assist with scheduling for faculty meetings, and triaging phone system.
Maintains program statistics as required by the Hospital and outside agencies. May tabulate data and perform some statistical analyses to prepare recruiting reports. May maintain participant-related expense data such as telephone, travel, etc.
Maintains department library, ordering books and journals as directed or assisted in document research.
Work requires, in addition to the skills normally obtained through completion of a high school education, up to one year of specialized training including course work in correspondence typing and general business procedures, or the equivalent.
Analytical ability to locate, research and interpret data.
Organizational skills to gather, assemble and maintains data from a variety of sources.
Proficient typing skills to prepare a variety of materials such as correspondence, forms, and manuals.
Good knowledge of English grammar, punctuation, and spelling to complies and edit written materials.
Strong communication and interpersonal skills to effectively interact with all levels of Hospital personnel and persons in and outside the Hospital, as well as with the office team.
Administrative duties may include answering phones, taking minutes at faculty meetings, sending weekly report emails, mail, and performs other related duties as required.
EDUCATION AND EXPERIENCE:
Six to twelve months experience on the job training and experience to become familiar with the department’s policies and procedures.