Executive Assistant

Under the general supervision of a Brown University Health Executive, performs a variety of secretarial and administrative support services. Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another. The core Success Factors include: Instill Trust, Value Differences, Patient and Community Focus, and Collaborate.

Responsibilities

• Embrace Brown University Health's mission of Delivering health with care and successfully role model the values of Compassion, Accountability, Respect, and Excellence in everyday actions with patients, customers, and one another.
• Schedule meetings as requested; type agendas and supporting documents; compile agendas and related materials and distribute to meeting members; arrange for rooms and refreshments.
• Maintain attendance records.
• Type and distribute minutes and maintain copies for each committee.
• Assist in preparing complex administrative reports, statements, or rosters; perform difficult data and/or information gathering; perform complex calculations and drafts; prepare special reports/analyses for review by a Brown University Health Executive.
• Interview visitors to the office of the Brown University Health Executive; handle specific problems or requests within scope of authority.
• Open, sort, and distribute all mail addressed to the Brown University Health Executive.
• Maintain appointment schedule; arrange for meetings and conferences.
• Book and make reservations for travel and lodging accommodations as necessary for seminars and conferences.
• Maintain accurate and orderly files of all office correspondence; maintain confidential and personal files.
• Take shorthand and/or transcribe dictation of correspondence, reports, and memoranda.
• Perform a wide variety of typing duties such as composing correspondence and preparing forms, tables, charts, records, statistical tables, and schedules.
• Research, fact-find, and assemble initial materials and data for various projects as requested.
• Receive complaints; research issues to point of resolution or referral to department heads.
• Prepare payroll for approval.
• May perform specialized functions pertaining to division or department operations including bulk purchasing of supplies and materials and requisitioning regular office supplies.
• Maintain schedule, train, and orient division clerical staff.
• Provide direction and guidance to secretarial staff within the administrative area.
• Maintain the Administrative Manual (i.e., typing and distribution of new policies/procedures, revisions to policies, maintaining files, assembling manuals).
• Record expenses and track to budgeted expenses; note areas of potential concern requiring attention.
• Review correspondence, memoranda, and routine reports prepared by others for the executive's signature; check format, typographical accuracy, compliance with procedural instructions, and ensure that necessary background material is attached.
• May requisition regularly used office supplies with authority to sign for purchases within specified limits.
• Maintain quality assurance, safety, environmental, and infection control in accordance with established system policies, procedures, and objectives.
• Perform other related duties as required.

Minimum Qualifications

• Basic Knowledge: Equivalent to an Associate's Degree in Secretarial Science. Shorthand may be required. Comprehensive knowledge of PC word processing and spreadsheet software applications.
• Experience: Five years of progressively responsible secretarial experience.

Supervisory Responsibility

May provide functional supervision of up to four full-time equivalent employees. Supervision includes scheduling, orienting, and providing guidance and counsel to employees.

Work Environment and Physical Requirements

Work is performed in a typical office environment, requiring extended periods of sitting, standing, and walking.

Pay Range: $28.12–$46.39
Location: 2 Dudley Street - MOC, Providence, Rhode Island 02903
Work Shift: Day, 8:30–5, 8 hours daily