Surgical Education Administrative Assistant - Dept of Surgery

Job Description

GENERAL SUMMARY:

Functions as the administrative assistant to the Surgical Education Office by providing support to the Program Directors, Surgical Education Director and administrators of the Department of Surgery at Rhode Island Hospital with primary accountability to the office manager. Establishes and maintains related automated and manual documentation systems in support of program operation and development in accordance with hospital, university, accrediting and funding organization standards. Excellent interpersonal skills as well as a comprehensive knowledge of the University’s and Brown University Health hospital policies and procedures are required. The administrative assistant is to meet the goals of the Surgical Education Office.

Works independently, receiving little detailed supervision and guidance. Thorough knowledge of Microsoft Office and the administrative routine of the Department of Surgery are fundamental to the position. Exhibits an understanding of the organization, its programs and procedures related to the operation of the office. Strong attention to detail. Expert handling of department issues and confidentiality is mandatory.

ESSENTIAL FUNCTIONS:

• Assists Surgical Education Coordinators with evaluations, duty hour, reminders and maintains accurate and orderly files of all office correspondence including confidential and personal documents
• Interacts and provides administrative support to medical affiliated hospitals students, residents, and the Department of Surgery
• Assists with coordination of departmental events (examples: orientation, surgical skills curriculum, graduation etc.)
• Assists with website maintenance
• Maintains appointment schedule arranges for meetings and conferences. Books and makes reservations for travel and lodging accommodations as necessary for seminars and conferences including reimbursements
• Coordinates Surgical Grand Rounds
• Takes shorthand and/or transcribes dictation of correspondence reports and memoranda.
• Performs a wide variety of typing duties such as composing correspondence (ex: letters of recommendations) and preparing forms tables charts records statistical tables and schedules
• Research fact finds and assembles initial materials and data for various projects as requested
• Responsible for any other duties as may be assigned by the manager
  
  

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Minimum of three years of experience in administrative support
• Experience in higher education preferred
• Strong organizational, administrative, and time management skills
• Proficiency in standard business software applications (e.g., Microsoft Office, Google Suite)
• Demonstrated discretion, confidentiality, and attention to detail, with the ability to take initiative in problem-solving
• Exceptional planning and organizational skills, with a strong customer service orientation
• Ability to balance attention to detail with a focus on the bigger picture
• Diplomacy, sound judgment, and initiative are essential
• Excellent oral and written communication skills, with the ability to effectively support and serve a diverse population
• Ability to work independently and collaboratively, ensuring the efficient management of all office functions
• Experience with web content management systems and digital project management platforms
• Strong interpersonal skills, able to work effectively with colleagues and represent BSA professionally, while engaging and supporting a diverse community of faculty, staff, students, and residents
  
  

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

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

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

EOE/F/M/Vet/Disabled