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 in the Division of Hematology/Oncology will support Sub-Directors at the level of the Lifespan Cancer Institute

Strong word processing and transcription skills (proficiency in Microsoft Word Outlook Power Point Excel Mail Merge Desktop Publishing) Excellent knowledge of English grammar punctuation and spelling to provide high level administrative secretarial support to assigned Division physicians

High level of organizational skills to prepare complex schedules coordinate physician calendars arrange meetings/lectures credentialing physician time and effort reports travel arrangements requests for check RIH and Brown Medicine expense forms and processing of purchase requisitions

Works closely with the Lifespan Office of Clinical Research in IRB research submissions (clinical research projects chart reviews) via IRB.net

Provide administrative support for assigned physicians � monitoring patient schedules to prevent overbooking/meeting conflicts transcription liaison between physicians/Lifespan Cancer Institute staff

Assisting physicians with preparation of manuscripts abstracts journal articles for submission requiring strong word processing skills and use of End Note program for journal references.

Organizing and coordinating of special projects for education and training fundraising events for Division � involves use of Mail Merge program preparing brochures using Desktop Publishing program corresponding/soliciting donations handling of expenses.

Provides cross-coverage for Division tumor boards to include compiling patient information preparing and distributing agendas submit CME paperwork to CME office

Provides coverage to Administrative Coordinator for payroll and general administrative support to Division Director during vacations/absences 

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:
EXPERIENCE:
A minimum of one to two years experience is required including that period on-the-job to learn procedures specific to the department.
SUPERVISORY RESPONSIBILITIES:
None.

 

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: Shift 1

 

Union: Non-Union

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