Administrative Assistant

Summary:Under the general supervision of the Director and within Hospital and department policies and procedures performs a variety of secretarial and administrative functions.Responsibilities:Maintains the Directors appointment schedule without prior clearance for most appointments while coordinating the Directors hospital system and other commitments. Makes necessary travel arrangements. Schedules and coordinates intra- and inter-department meetings. Compiles and distributes agendas and related materials.Answers the telephone and receives visitors into the area. Ascertains needs and establishes priorities. Provides information often resolves matters on own authority according to established policies often drawing on knowledge of department affiliated hospitals and external organizations.Opens and reviews incoming correspondence; prioritizes and disseminates obtaining necessary back-up information prior to forwarding; prepares responses to routine and non-routine correspondence based upon experience with or knowledge of the subject matter or as directed.Types edits and proofs a variety of materials including memos correspondence and statistical reports. Works from rough drafts dictation and software applications including word processing spreadsheets or database management. Produces a final quality document.Composes rough drafts and final copy of memos correspondence and reports according to own knowledge of situation; signs routine correspondence in own name.Initiates maintains updates and purges files as necessary including data entry storage and retrieval software. Maintains confidential departmental records including budget payroll and personnel data. Maintains departmental and administrative policy and procedure manuals.Maintains records and statistics for department as required. Prepares statistical reports charts and graphs which may require basic calculations.Prepares and submits payroll maintains attendance records for the department.Maintains office supply inventory for Directors office; orders supplies and processes purchase orders. Maintains accurate department records of expenditures.May assume regular responsibility for recurring projects or programs requiring knowledge of departmental or hospital operations and entailing the use of independent judgment.Maintains quality assurance safety environmental and infection control standards in accordance with established hospital and departmental policies and proceduresPerforms other related duties as assigned.Other information:BASIC KNOWLEDGE:Equivalent to an Associate Degree in Secretarial Science.Typing and personal computer skills including Windows and associated word-processing database spreadsheet and presentation software required.Strong communication skills.Must be able to work independently.EXPERIENCE:Two years progressively responsible secretarial experience preferably in an academic medical center.WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:Normal office environment.Sits stands and walks intermittently throughout the day.Sufficient visual acuity and manual dexterity to use computer keyboard and other common office equipment.SUPERVISORY RESPONSIBILITY: NoneLifespan 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: The Miriam Hospital USA:RI:ProvidenceWork Type: Full TimeShift: Shift 1Union: Non-Union