Executive Assistant Job at Brown Dermatology in Providence

SUMMARY:

Provides all administrative and technical support for the Chairman and academic faculty.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Consistently applies the Brown Dermatology’s values of patient care priority, dignity, collaboration, integrity and quality in support of our mission to deliver compassionate, high-quality patient care, research excellence and outstanding physician education. Responsible for knowing and acting in accordance with the Brown Dermatology’s Compliance Program and Code of Conduct.

Consistently practices the Brown Dermatology’s Customer Service Standards.

• Maintains Chairman's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Correspondence with physicians and with administration of Alpert Medical School of Brown University; appointments, reappointments and promotions; advertising for searches of new faculty
• Correspondence with administration of Brown University Health.
• Responsible for working with all faculty for various projects.
• Responsible for producing reports, spreadsheets, and any correspondence emanating from the Chairman’s office for research or recruiting purposes; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Welcomes guests by greeting them, in person or on the telephone; answering or directing inquiries.
• Completes projects by assigning work to clerical staff; following up on results.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains patient and BDI confidentiality at all times.
• Demonstrates flexibility to perform duties wherever volume deems it necessary within the office.

BASIC KNOWLEDGE:

• High proficiency computer skills (MS Word, Excel, and PowerPoint). Ability to ensure quality and accuracy of materials.
• Excellent knowledge of grammar, punctuation and spelling to correct and edit written materials; understanding of medical terminology is preferred.
• High level of organizational skills.
• The ability to prioritize and exercise good judgment in the performance of daily duties.
• High level of interpersonal skills to effectively represent BDI in interactions with all levels of personnel internally and externally.
• The ability to operate a variety of office equipment.

EDUCATION:

High school graduate with a minimum of some college or equivalent experience. Associate’s Degree or Bachelor’s Degree preferred.

EXPERIENCE:

Minimum of 3-5 years of experience, preferably in an academic or medical environment.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a typical office setting requiring extended periods of sitting, standing and walking.

INDEPENDENT ACTION:

Work is performed under general supervision, with some independent judgment exercised in determining priorities.

SUPERVISORY RESPONSIBILITY:

Supervisory responsibility for Administrative Assistant – RIH APC 10.

Recruits, hires and promotes according to Brown Dermatology’s Affirmative Action and Equal Employment Opportunity policies.

EOE/F/M/Vet/Disabled

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