Executive Assistant, Pharmacy

SUMMARY:

Reports to a Brown University Health Pharmacy Vice President. Provides high-level administrative support to Brown University Health's pharmacy executives, directors, and managers as assigned. Manages time, information, and communications reliably and professionally using sound judgment. Balances conflicting priorities. Maintains excellent working relationships with leadership and employees at all levels throughout the enterprise

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:

Instill Trust and Value Differences
Patient and Community Focus and Collaborate

RESPONSIBILITIES:

Provides high-level administrative support to Brown University Health's pharmacy executives, directors, and managers as assigned. Manages calendars without prior clearance for most meetings.

Works with executive and administrative assistants at the Senior Vice President, Vice President, Director, and physician leadership level to plan hospital and organization-wide meetings, including coordination of availability, proper room and or video conferencing arrangements, audio/visual (A/V) equipment, distribution of agendas, meeting packets, meeting reminders, and/or minutes as applicable.

Prepares and organizes reports, letters, presentations, and other documents.

Researches, fact finds and assembles initial materials and data for various projects as requested.

Assists with travel arrangements for executives, directors, managers, and other department employees attending national meetings and for external residents and applicants coming for onsite interviews.

Provides logistical support to facilitate accreditation visits as needed.

Coordinates pharmacy staff meetings and special events (e.g., reward and recognition, pharmacy week, retirement celebrations).

Assists with payroll processing.

Maintains departmental records and confidential information such as budget, payroll, and personnel data. Initiates, updates, files, and purges records, as necessary.

Assumes responsibility for coordinating recurring meetings and programs.

Assists with the process of ensuring that newly developed or revised job descriptions are completed in accordance with system-wide templates and requisites.

Develops and maintains email distribution lists for various committees, staff, and practice sites.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

BASIC KNOWLEDGE:

Associate degree in Secretarial Science or equivalent required. Five years demonstrated progressively more responsible secretarial experience, preferably gained within the Brown University Health system, may be considered in lieu of degree.

EXPERIENCE:

Five years progressively responsible secretarial experience, or equivalent.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

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

INDEPENDENT ACTION:

Functions independently within broad scope of department policies and procedures; refer specific problems to CPO only where clarification or exception may be required.

SUPERVISORY RESPONSIBILITIES:

None.

Pay Range:

EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

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Driving Required: