Administrative Assistant

2 weeks ago

Providence, United States Brown Emergency Medicine Full time
Job DescriptionJob Description

Brown Emergency Medicine (Brown EM) is the academic emergency medicine physician practice plan of the Department of Emergency Medicine at the Alpert Medical School of Brown University. Brown EM provides emergency department staffing for Rhode Island hospital, the only Level I trauma center in this region; Hasbro Children's Hospital, Rhode Island's only children's specialty hospital; The Miriam Hospital, a leading community teaching hospital and Newport Hospital, a community Magnet Hospital, Brown EM member physicians and providers treat over 250,000 patients per year at our four clinical sites, drawing patients from Rhode Island, Massachusetts, and Connecticut. As a non-profit foundation, Brown EM is committed to its mission and vision of academic and research support.


Brown EM is looking for an Administrative Assistant / EM Research Course Coordinator who is responsible for providing administrative support to the Emergency Medicine Research Course Director and the Emergency Medicine Research Course program.


Job Functions:


Administrative Duties

  • Calendar maintenance, distribution lists, and contact maintenance.
  • Works with EM Research Course Director and Vice Chair of Research to organize and coordinate all aspects of hospital-wide research course including all scheduling tasks, contacting and communicating with course lecturers, composition and distribution of emails to trainees in departments across the hospital, coordination of virtual platform for research course, attendance at course sessions to facilitate technological aspects of meeting and maintain attendance logs, and create and distribute certificates of completion to course attendees.
  • Performs general administrative duties including but not limited to answering telephones, greeting visitors, submitting work orders, copying, collating, scanning, and other document maintenance duties;
  • Responsible for timely distribution of course-related correspondence (letters, memos, reports, certificates, etc.);
  • Coordinates research course schedule and all external and internal meetings for the department.
  • Works with the Teams to coordinate small projects.

Meeting and Event Coordination

  • Coordination, organization and preparation of meetings, course schedule and coursework, phone conferences, social and professional functions, etc., including arrangement of meeting space, audio visual, food, guest travel/accommodations, etc.
  • Responsible for ensuring that appropriate staff are invited to meetings/courses. Ensures that materials for meetings are prepared prior to and distributed at meetings/courses.

Filing

  • Manages electronic files on multiple shared drives;
  • Responsible for developing an organized file taxonomy; naming convention and version control system for electronic documents;
  • Project Management duties may include:
    1. Maintaining, scheduling, and ensuring timely task management

Other

  • Performs typing as assigned in a timely and accurate manner;
  • Must maintain professional behavior when interacting with Brown EM and Department of Emergency staff and personnel, vendors, and other community agency representatives.

Required Qualifications:

  • An Associate’s degree or higher and/or administrative assistant training at an accredited school and/or at least one years’ experience required.
  • Good computer skills in Outlook, Excel, PowerPoint and Word.
  • Excellent organizational skills required.
  • Strong attention to detail and conscientious work ethic required.
  • Comfortable working with people at various levels of the organization.
  • Must possess excellent English language skills, i.e., spelling, grammar, and punctuation.
  • Ability to prioritize and rapidly learn new procedures and systems in a fast-paced environment.
  • Experience with general office procedures.
  • Must submit a background release form and demonstrate proof of being free from disqualifying information.

EOE/F/M/Vet/Disabled

Brown Emergency Medicine requires employees to be vaccinated against COVID as a condition of employment, subject to accommodation for medical exemptions.

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