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Executive Assistant
4 months ago
Summary:
Reporting to the Vice President and Chief Pharmacy Officer Lifespan provides high-level administrative support to Chief Pharmacy Officer and affiliate pharmacy management at Rhode Island The Miriam Newport and Bradley Hospitals and Lifespan Pharmacy LLC. Manages time information and communications reliably and professionally using sound judgment. Balances conflicting priority duties. Maintains excellent working relationships with leadership and employees at all levels.
Responsibilities:
Serves Chief Pharmacy Officer (CPO) and pharmacy department management at each Lifespan affiliate (RIH TMH NH BH Lifespan Pharmacy LLC).
Manages calendar for CPO department directors managers and senior clinical pharmacists without prior clearance for most meetings.
Works with executive and administrative assistants at SVP VP Director and physician leadership level to plan hospital and organization-wide meetings including coordination of availability proper room selection A/V equipment agenda distribution meeting packets meeting reminders minutes etc.
Assists in preparing complex administrative reports statements or rosters performs difficult data and/or information gathering computer complex calculations and drafts; prepares special reports/analyses for review by the CPO.
Researches fact finds and assembles initial materials and data for various projects as requested
Prepares and organizes reports letters presentations and other documents.
Performs duties related to CPO and department directors managers and senior clinical pharmacists holding office in major national/international organizations such as coordinating symposia and annual meetings (including contacting and coordinating speakers securing site and facilities confirming arrangements preparing all necessary
materials) transcribing proceedings of symposia and professional manuscripts submitted for publication by other organization members.
Arranges travel for CPO and department employees attending national meetings and external residents and applicants coming for onsite interviews.
Coordinates affiliate departmental staff meetings and special events (e.g. retirement celebrations etc.).
Types a variety of materials including correspondence manuscripts abstracts grant proposals and statistical reports.
Composes rough and final drafts of memos and meeting minutes. Signs routine correspondence in own name. Designs and prepares new forms.
Reviews correspondence memoranda and routine reports prepared by others for CPO signature; checks format typographical accuracy compliance with procedural instructions and ensures that necessary background material is attached.
Prepares facilitates and/or coordinates various department documents (e.g. copies business cards presentations check requests reimbursement vouchers academic reimbursement vouchers department signs etc.).
Answers telephone coming in to general pharmacy administration ascertains needs directs calls establishes priorities may resolve matter on own authority.
Opens and sorts mail addressed to the CPO
Recognizes or anticipates problems and refers them immediately to the appropriate person for resolution.
Assists with payroll.
Assists with maintaining departmental records and confidential information such as budget payroll and personnel data. Initiates files updates and purges records as necessary.
Requisitions regularly used office supplies with authority to sign for purchases within specified limits.
Provides functional guidance to new employees regarding clerical operations.
Maintains quality assurance safety environmental and infection control in accordance with established system policies procedures and objectives.
Performs other duties as required.
Other information:
BASIC KNOWLEDGE:
Equivalent to an associate degree in Secretarial Science. Shorthand may be required. Comprehensive knowledge of PC word processing and spreadsheet software applications.
The ability to exercise considerable independent judgment in the performance of most daily duties.
Proficient typing skills are required in order to prepare a variety of materials some such as grant proposals and manuscripts requiring a precise format.
Good knowledge of English grammar punctuation and spelling to correct and edit written materials; understanding of medical terminology is most often required.
A high level of organizational skills to coordinate supervisors schedule and national conference arrangements and to maintain complex records.
Ability to perform analysis of numerical data involving the use of mathematical formulas as well as routine tabulation.
A high level of interpersonal skills to effectively represent the supervisor in interaction with all levels of personnel within and outside the hospital.
The ability to operate a variety of office equipment is required.
EXPERIENCE:
Five years progressively responsible secretarial experience or equivalent.
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:
Work is performed in a typical office environment requiring extended periods of sitting standing and walking.
INDEPENDENT ACTION:
Functions independently within broad scope of department policies and procedures; refer specific problems to CPO only where clarification or exception may be required.
SUPERVISORY RESPONSIBILITIES:
May provide functional supervision of up to four full-time equivalent employees. Supervision includes scheduling orienting and providing guidance and counsel to employees.
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
