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.

Lifespan employees are
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.

 

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:

BASIC KNOWLEDGE:

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.

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.

INDEPENDENT ACTION:

Incumbent functions within a
broad scope of department policies and practices; generally refers specific
problems where clarification of departmental policies and procedures may be
required.

 

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

HCH

 

Work Type: Full Time

 

Shift: Shift 1

 

Union: Non-Union

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