Administrative Assistant - Lifespan

Newport, RI

Posted: 02/19/2019 Industry: Administration Job Number: 1398

Skills for Rhode Island’ s Future is recruiting candidates for Lifespan.  Please read more about Skills for Rhode Island’ s Future at the end of this job description. 

JOB TITLE:   Administrative Assistant
HOURS:  Day shift, Full Time

Key Responsibilities:
  • Greets visitors to the Administrative Offices and directs them appropriately.
  • Answers screens and effectively handles telephone calls providing information/resolution or forwarding as appropriate.
  • Provides information resolves matters on own authority according to established policies drawing on knowledge of department affiliates and external organizations.
  • Organizes and prioritizes daily functions to maximize efficiency.
  • Provides secretarial support to various departments and functions including but not limited to typing preparation and maintenance of minutes forms and other documents.
  • Serves as liaison between Administrators and internal/external constituencies.
  • Coordinates appointments and meetings keeping all parties apprised.
  • Makes arrangements for various administrative and committee meetings
  • Types proofreads and distributes a variety of documents using proper formats grammar usage spelling and punctuation
  • Prepares policies and procedures by typing new policies revising distributing maintaining distribution lists and maintaining all manuals computer and historical files.
  • Posts information and documents to Lifespan Intranet and appropriate Newport Hospital websites.
  • Collects aggregates and reports data on hospital-wide divisional and department-specific performance indicators.
  • Arranges travel plans as requested to minimize travel associated costs.
  • Reconciles business expense statements and receipts.
  • Opens and reviews incoming correspondence; prioritizes and disseminates obtaining necessary back up information prior to forwarding. Prepares responses to routine and non-routine correspondence based upon experience with or knowledge of the subject matter or as directed.
  • Maintains computer and general files to ensure confidentiality and accessibility of current and complete information.
  • Books conference rooms as requested.
  • Performs a variety of other administrative functions involving interactions with other departments including the completion of cash vouchers check requests travel requests personnel/payroll requests material requisitions and capital expenditure requests.
  • Maintains adequate inventory of department office supplies. Prepares requisitions for needed equipment or supplies and submits for approval.
  • Demonstrates ability to utilize PC and Microsoft Office software accurately and efficiently.
  • Identifies and appropriately refers to Vice Presidents/Directors any issues of which they should be made aware.

Successful candidates will have:
  • High school diploma or equivalent.
  • Medical office experience.
  • Patient registration experience.
  • Patient scheduling experience.
  • Ability to operate word processing equipment and medical transcription skills and proficient with PC programs.
  • Knowledge of OSHA standards for laboratory chemical safety and blood/body fluid biohazard precautions.
  • Communicates clearly and effectively verbally and in writing.

For more information and a full job description, please visit Skills for Rhode Island’ s Future website at  Applicants interested in this position will be screened by Skills for Rhode Island’ s Future and Lifespan will make the final hiring decisions. 
Our mission is focused on supporting unemployed and underemployed job seekers. Our goal is to get you back to work.  Skills for Rhode Island’ s Future’ s team will guide  and provide you with support  throughout the hiring process.
Skills for Rhode Island’ s Future has agreements with employers to recruit talent like you, making us a resource to get the unemployed and underemployed job seeker back to work.

Evelyn Miller

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