university emergency medicine foundation

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Executive Assistant

at university emergency medicine foundation

Posted: 10/1/2019
Job Reference #: 137

Job Description

Providence, RI

Job Code:

# of Openings:

Brown Emergency Medicine (Brown EM) is the academic emergency medicine physician practice plan of the Department of Emergency Medicine at the Alpert Medical School of Brown University.  Brown EM provides emergency department staffing for Rhode Island Hospital, the only Level I trauma center in this region; Hasbro Children’s Hospital, Rhode Island’s only children’s specialty hospital; The Miriam Hospital, a leading community teaching hospital and Newport Hospital, a community Magnet Hospital.  Brown EM member physicians and providers treat over 250,000 patients per year at our 4 clinical sites, drawing patients from Rhode Island, Massachusetts and Connecticut.  As a non-profit foundation, Brown EM is committed to its mission and vision of academic and research support.  Brown EM offers an excellent benefits package, including 85-90% employer-paid medical and dental, vision, employer-paid life insurance, long-term disability, paid time off, paid holidays and generous 401(k) retirement plan. 

Brown EM is looking for a full-time, Executive Assistant to the Department of Emergency Medicine who will be responsible for providing administrative support to the Medical Director, the Nursing Director, and assistant clinical managers of the Newport Hospital Emergency Department.  The ideal candidate will be a high energy, detail oriented professional with a strong commitment to excellence. Superior computer, customer service and communication skills are a must, as well as, a desire to learn and constantly improve. 

He/she will work with the department leaders to manage the administrative activities of the department. He/she will report primarily to the Medical Director and will also have some reporting to nursing leadership for day to day direction and supervision.

Other responsibilities may include:

  • Calendar maintenance, contact maintenance, distribution lists for all ED leadership.
  • Performs general administrative duties including but not limited to:  meeting minutes, answering telephones, greeting visitors, copying, collating, scanning, and other document maintenance duties;
  • Responsible for timely distribution of all administrative correspondence (letters, memos, reports, etc.);
  • Coordinates all administrative meetings for the department (below).
  • Works with the director to coordinate small projects.
  • Works with leadership to track department cost centers, maintain fiscal records, and coordinates submission of expense reports for leadership and physicians in the department
  • Assists physicians with paperwork requests for credentialing, onboarding, Medicare Time & Effort tracking and other needs throughout the year.
  • Coordination, organization and preparation of meetings, 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 as appropriate.  Ensures that materials for meetings are prepared prior to and distributed at meetings.  Transcribes, edits, and distributes meeting minutes as assigned;
  • Utilizes Board Effect software to distribute materials for Brown EM meetings when assigned.
  • Coordination, organization and preparation of meetings, phone conferences, etc., including arrangement of meeting space, audio visual, food, guest travel/accommodations, etc.;
  • Manages electronic files on multiple shared drives;
  • Responsible for developing an organized file taxonomy; naming convention and version control system for electronic documents;
  • Transcribes, organizes, and maintains timely policies for NH ED, ensuring that current versions are clearly identified, and expired contracts are maintained appropriately.
  • Database entry and maintenance for various databases that may include:
    • Emergency Department operational metrics
    • Staff Evaluation reports
    • Recording and logging staffing assignments and time reports
    • ED administrative budgeting (departmental and hospital funded)
  • Project Management duties may include:
    • Administrative coordination of small projects related to ED operations and leadership
    • Maintaining, scheduling, and ensuring timely task management
  • Performs typing as assigned in a timely and accurate manner;
  • Coordination of office outings as needed;
  • Answers telephone, screens calls as necessary, and distributes messages as appropriate;
  • Participates in meetings when appropriate;
  • Must maintain professional behavior when interacting with Brown EM and Department of Emergency staff and personnel, vendors, and other community agency representatives.

The qualifications for the position are:

  • An Associate’s degree or higher and administrative assistant training at an accredited school and/or at least two years’ experience required.
  • Excellent computer skills in Outlook, Excel, and Word.
  • Excellent organizational skills required.
  • Strong attention to detail and conscientious work ethic required.
  • Comfortable working with people at various levels of the organization.
  • Must possess exemplary language skills, i.e., spelling, grammar, and punctuation.

Successful candidate must submit to a background release form, demonstrate proof of being free from disqualifying information and must possess a driver’s license and access to an insured vehicle as some transportation may be required.  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 and others.  Brown EM is an equal opportunity employer.  We strive to provide a workplace free from harassment.  For more information about Brown EM, please visit our website at