Secretary C - Brown University Health

Summary:

Under general supervision provides a variety of secretarial duties such as typing scheduling appointments for procedures in multiple rooms simultaneously processing and reconciling billing information. Managing a multiline telephone system. Provides administrative assistance as requested.

Brown University Health employees are expected to embrace Brown University Health's mission of "Delivering health with care" and successfully role model Brown University Health's values of Compassion Accountability Respect and Excellence as these guide our everyday actions with patients customers and one another.

Responsibilities:

Arranges patients� visits often coordinating scheduling of physicians with other care providers. Assembles necessary materials prior to patient�s arrival gives instructions to patient as appropriate and may prepare daily or monthly billing.

Schedules organizes and coordinates departmental inter-departmental and national/international meetings and conferences. Attends certain of these meetings to confirm arrangements distribute materials and to take and compose minutes of proceedings.

Interacts with others within and outside the hospital to explain department services policies and procedures coordinates scheduling and special arrangements and resolves matters within the scope of own authority or as directed by supervisor.

Maintains departmental records including such confidential information as budget payroll patient and personnel data. Initiates files updates and purges records as necessary including data entry storage and retrieval via CRT. Updates departmental and professional policy/procedures manual.

Maintains department statistics as required by the hospital government and accrediting agencies. Tabulates data and performs some statistical analysis in order to prepare recurring statistical reports. May assemble and tabulate data for use in preparation of department budgets.

Monitors department expense budget reviewing requests for purchases submitted by others against budget allowances; authorizes allowable requests and alerts supervisor to questionable items.

Maintains inventory and orders office and medical supplies at own discretion according to knowledge of usage patterns and budgeted allowances. Prepares and follows-up on purchase orders and requests for checks. Meets with vendors to review and/or evaluate new offices supplies or equipment.

Performs literature searches and prepares bibliographies on a given topic as requested by supervisor. May maintain departmental resource library.

Operates office machines such as a personal computer calculator photocopier manuscript binding and dictation equipment.

Provides functional guidance to new employees regarding the clerical operations policies and procedures of the department.



ADDENDUM
� Strong word processing and transcription skills (proficiency in Microsoft Word Outlook/Email Power Point Excel Mail Merge Desktop Publishing) Excellent knowledge of English grammar punctuation and spelling to provide high level administrative support to assigned Division physicians

� Taking minutes and attendance at Divisional meetings as required composing agendas finalizing minutes.  Flexibility in schedule for early morning/evening meetings is required

� High level of organizational skills to prepare complex schedules coordinate physician calendars arrange meetings/lectures credentialing physician time and effort reports travel arrangements requests for check RIH and Brown Medicine expense forms and processing of purchase requisitions

� Works closely with the Brown University Health Office of Clinical Research in IRB research submissions (clinical research projects chart reviews) via IRB.net

� Type administrative and patient/clinical correspondence for physicians

� Knowledge of Epic/Life Chart system for monitoring patient schedules to prevent meeting conflicts create letters from letter templates

� Liaison between physicians/Brown University Health Cancer Institute staff daily phone/personal interactions with LCI staff as required to accommodate physicians

� Assisting physicians with preparation of manuscripts abstracts journal articles for submission requiring strong word processing skills and use of End Note program for journal references.

� Organizing and coordinating of special projects for education and training fundraising events for Division � involves use of Mail Merge program preparing brochures using Desktop Publishing program corresponding/soliciting donations handling of expenses.

� Organization and coordination of Division tumor boards as assigned to include compiling patient information preparing and distributing agendas submit CME paperwork to CME office

� Importance of flexibility in work tasks for cross-coverage with co-workers

Other information:
BASIC KNOWLEDGE:

High school graduate or General Equivalency Diploma.

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 prepare complex schedules and conference arrangements and to maintain departmental files records and statistical data.

The ability to perform analysis of numerical data involving the use of mathematical formulas as well as routine tabulations.

Interpersonal skills to effectively interact with all levels of personnel both within and outside of the hospital.

The ability to operate a variety of office equipment is required.


EXPERIENCE:

One year of experience in specializing in correspondence typing medical terminology and general business procedures.

At least six months to one year experience is required including the period of on-the-job training to learn procedures specific to the department.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

Working conditions are generally good with little discomfort due to noise heat dust etc.

Considerable walking may be required to gather and distribute materials around the hospital.

Brown University Health 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.   Brown University Health is a VEVRAA Federal Contractor.

Location: Rhode Island Hospital USA:RI:Providence

Work Type: Full Time

Shift: Shift 1

Union: IBT