Brown University Health

Compensation

Full Description

SUMMARY: The Executive Assistant reports to the Senior Vice President, Marketing and Communications. Under general supervision, performs a variety of secretarial and administrative functions. Supervises department secretary including making hiring decision, addressing performance issues, conducting performance reviews, assigning and monitoring workload and quality of work. 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. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include: Instill Trust and Value Differences Patient and Community Focus and Collaborate RESPONSIBILITIES: Prepare a variety of materials in final form including monthly budget variance reports. Must be able to work from rough drafts or utilize software programs such as word processing, spreadsheets or database management. Designs and updates department database tracking systems to monitor budgets, media buys, corporate giving, etc. Run reports of past history for current year evaluation. Through database tracking system input all media buys and purchase advertising through media vendors. Compose and send out in own name, routine memos and correspondence based on own knowledge of budget invoicing and tracking to finance on behalf of M& C. Receive and screen visitors and telephone calls. Ascertain needs and establish priorities. Provide information or resolve matters on own authority according to established policies, often drawing on knowledge of department. Maintain appointment schedule usually without prior clearance, often coordinating supervisors' hospital commitments as well as those with outside associations such as national organizations or private practices. Schedule and coordinate inter-departmental meetings for vice president as well as various staff. Work with the executive office to support annual meetings with the mailing of invitations, maintain response lists of attendees and creating name badges. Help prepare favors for meeting . Monitor budget, review purchase requisitions by paper and the PeopleSoft system and maintain accurate financial records on departmental expenses. Track expenses on tracking sheets and monitor budget on a monthly basis. Independently prepare variance report for director approval each month. Maintain records and statistics for department as required by corporation, government and accrediting agencies. Independently prepare vendor directory update listings as well as vendor credit applications and follow through once director has signed and it is submitted. Maintain departmental recordkeeping and filing systems including budget, payroll and personnel data, policy and procedure manuals and databases. Maintain department computer audit lists, budget tracking/expenses, employee/personnel lists, etc. May assume regular responsibility for recurring projects or programs requiring a knowledge of department or corporate operations and the use of independent judgement. Maintain department inventory including ordering supplies and processing purchase orders. Meets with vendors to review and/or evaluate new supplies or equipment. Monitor needs within department in order to stay within monthly budget targets including computers, non-capital equipment, supplies, etc. Provide functional guidance to new employees or other clerical employees as needed. 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 completion of an Associate 's Degree in Secretarial Science. Knowledge of PC word processing and spreadsheet software applications required. EXPERIENCE: Three to five years progressively more responsible secretary experience. WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS: Work is performed in a typical office environment requiring extended periods of sitting, walking and/or standing. SUPERVISORY RESPONSIBILITY: Supervise department secretary, including making hiring decisions, addressing performance issues, conducting performance reviews, assigning and monitoring workload and quality of work Pay Range: $27.57-$45.48 EEO Statement: Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment. Location: Corporate Headquarters - 167 Point Street Providence, Rhode Island 02903 Work Type: M-F 8:30am-5:00pm Work Shift: Day Daily Hours: 8 hours Driving Required: No