Executive Assistant - Emergency Medicine

Brown Medicine
US - Rhode Island - Providence
January 19, 2025

General Responsibilities

The Executive Assistant is responsible for providing administrative support to the Vice Chair of Research, the Medical Directors of the Women & Infants' Emergency Department and other Brown EM Divisions.

Required Qualifications:

Associate degree or higher and administrative assistant training at an accredited school with at least five years' experience required.
Comfortable working with people at various levels of the organization.
Excellent organizational skills required.
Must possess exemplary language skills, i.e., spelling, grammar, and punctuation.
Excellent computer skills in Outlook, Excel, Word, PowerPoint, etc., required.
Ability to prioritize and rapidly learn new procedures and systems in a fast-paced environment.
Experience with general office procedures.
Must have a valid driver's license and access to an insured vehicle as some transportation may be required.
Must submit a background release form and demonstrate proof of being free from disqualifying information.

Primary Contacts:

The Executive Assistant supports the Vice Chair Research and other Brown EM Divisions as needed. Additional contacts may include daily interaction with employees from all components of Brown EM, Brown Physicians Inc., the Department of Emergency Medicine, and other hospital departments, at various levels.

Physical Effort / Environment:

Mild to moderate physical effort to perform basic clerical, typing, and filing duties. Some prolonged sitting. Minor lifting.

Work Schedule Demands:

Normally works a 40-hour week and the position generally requires the incumbent to be on the job daily. No on-call hours are performed.

Communication Skills:

Excellent oral and written communication are required, as incumbent will often interact directly with management, senior leadership, staff, physicians, other Brown EM and Department of Emergency Medicine staff, other hospital departments' physicians and staff, vendors, and community resources.

Confidentiality of Information:

This position requires access, review, preparation, and use of confidential information that may be used for specific projects by the Vice Chairs. This position requires access to personal information of Brown EM providers and staff. Incumbent will maintain confidentiality of all personal information. If any Protected Health Information (PHI) is revealed to incumbent or assessed by incumbent, they will maintain confidentiality in accordance with all HIPAA Rules and Regulations.

Significant Job Functions:

All significant job functions will be performed for the Vice Chair Research and other Brown EM Divisions as needed

Administrative Duties

Perform general administrative duties including, but not limited to, answering telephones, greeting visitors, copying, collating, scanning, and other document maintenance duties.
Responsible for timely distribution of all administrative correspondence (letters, memos, reports, etc.),
Maintain calendars, contacts, and distribution lists.

Meeting Coordination

Coordinate, organize and prepare for meetings, teams/zoom and phone conferences, etc., including arrangement of meeting space, audio visual, food, guest travel/accommodations, etc.
Responsible for ensuring that appropriate staff are invited to meetings. Ensures that materials for meetings are prepared prior to and distributed at meetings.
Transcribe, edit, and distribute meeting minutes as assigned
Utilize Board Effect software to distribute materials for Brown EM meetings when assigned.

Filing

Manage electronic files on multiple shared drives,
Responsible for developing an organized file taxonomy; naming convention and version control system for electronic documents.

Data entry/Database & Spreadsheet Management

Creates and maintains data entry and cooperative data compilation and spreadsheet for various databases.

Other

Performs typing as assigned in a timely and accurate manner,
Provides backup for the Scheduler, Senior Executive Assistant, and Office Manager when needed,
Answers telephone, screens call as necessary, and distributes messages as appropriate,
Participates in meetings when appropriate,
Implement and track departmental initiatives,
Ability to prioritize and react to time sensitive issues as they arise
Must maintain professional behavior when interacting with Brown EM and Department of Emergency staff and personnel, vendors, and other community agency representatives.

Evaluation of Performance:

A 90-day introductory and an annual evaluation, unless otherwise notified.
Attainment of established job-related developmental competency goals.
Evaluations may be based on both department and individual work performance.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at-will" employment relationship.

EOE/F/M/Vet/Disabled

Employees are required to be vaccinated against COVID as a condition of employment, subject to accommodation for medical exemptions.

Read the full job description and apply online on the recuiter's web-site

Executive Assistant - Emergency Medicine

Executive Assistant - Emergency Medicine

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