Administrative Assistant (Part-Time)
Summary: Under the general supervision of the Director and within Hospital and department policies and procedures performs a variety of secretarial and administrative functions.
- Maintains the Director’s appointment schedule without prior clearance for most appointments while coordinating the Director’s hospital system and other commitments.
- Makes necessary travel arrangements. Schedules and coordinates intra- and inter-department meetings. Compiles and distributes agendas and related materials. Answers the telephone and receives visitors into the area. Ascertains needs and establishes priorities.
- Provides information, often resolves matters on own authority according to established policies, often drawing on knowledge of department affiliated hospitals and external organizations.
- 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.
- Types, edits, and proofs a variety of materials including memos correspondence and statistical reports.
- Works from rough drafts dictation and software applications including word processing spreadsheets or database management. Produces a final quality document. Composes rough drafts and final copy of memos correspondence and reports according to own knowledge of situation; signs routine correspondence in own name.
- Initiates, maintains, updates, and purges files as necessary including data entry storage and retrieval software.
- Maintains confidential departmental records including budget payroll and personnel data. Maintains departmental and administrative policy and procedure manuals.
- Maintains records and statistics for department as required. Prepares statistical reports charts and graphs which may require basic calculations.
- Prepares and submits payroll & maintains attendance records for the department.
- Maintains office supply inventory for Director’s office; orders supplies and processes purchase orders. Maintains accurate department records of expenditures.
- May assume regular responsibility for recurring projects or programs requiring knowledge of departmental or hospital operations and entailing the use of independent judgment.
- Maintains quality assurance safety environmental and infection control standards in accordance with established hospital and departmental policies and procedures Performs other related duties as assigned.
OTHER INFORMATION: Equivalent to an Associate Degree in Secretarial Science. Typing and personal computer skills including Windows and associated word-processing database spreadsheet and presentation software required. Strong communication skills. Must be able to work independently.
EXPERIENCE: Two years of progressively responsible secretarial experience preferably in an academic medical center.
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS: Normal office environment. Sits stands and walks intermittently throughout the day. Sufficient visual acuity and manual dexterity to use computer keyboard and other common office equipment.
HOW TO APPLY: Apply at the following link https://jobs.lifespan.org/search/jobdetails/administrative-assistant/9372d82a-1bb0-4e38-ac99-759730a25b04
2019 Prisoner Reentry AmeriCorps VISTA
Job Title: Prisoner Reentry VISTA, start date July 8, 2019 (or later)
AmeriCorps VISTA is a one-year volunteer position. Members receive a monthly living allowance (approximately $472 biweekly), healthcare benefits, child care benefits (up to $400 per child per month), professional development & training, and the choice of an education award of $6,095 or cash stipend of $1,800 at the end of the service year. (For more info about AmeriCorps VISTA please visit www.americorps.gov).
Job Overview: The Center has recently begun a new reentry project to address the gap in RI’s criminal justice planning. This initiative explores and analyzes the opportunities, accessibility, and efficiency of the current reentry resources in RI, with the long-term goal of helping build a sustainable and coordinated statewide reentry system. The Reentry VISTA will support this work by gathering information from local and national reentry stakeholders to help inform and influence RI’s reform efforts. This position will also develop reentry reports, materials and resources that will be used to engage and educate the RI community, as well as help increase the capacity of a new community-based reentry collaborative.
The Center for Prisoner Health & Human Rights was established to act as a hub for innovative correctional health research and programming at The Miriam Hospital and other national research hospitals. The Center’s mission is to improve the health and human rights of justice-involved populations through education, advocacy, and research. For more info about the Center please visit www.prisonerhealth.org.
Main Responsibilities: The Reentry VISTA will spend a year of service focusing on four main tasks.
- Build the Center’s capacity to raise community awareness about prisoner reentry in RI by assisting with the preparation of written and visual reports for public distribution. This requires the skills to analyze and visualize data and conduct local and national research.
- Assist with the development of and sustainability plan for a new database to be used by the RI Reentry Collaborative (RRC). The RRC is a new community-based reentry partnership among 5 organizations to serve people transitioning from prison back to the community. This will require the technical skills to help design and develop a new database system and research data collection methods used by other community-based reentry collaboratives across the country.
- Develop the plan, materials and volunteer training tools needed to establish and conduct Reentry Simulations in RI. Reentry Simulations are an interactive, educational experience that have been used across the country to help participants understand some of the real-life issues encountered by people returning to their community from prison. This will include creating materials and evaluative tools, as well as a recruiting and training volunteers.
- Conduct outreach and research about reentry best practices and program models in other states, as well as collect data from local reentry stakeholders about service offerings. This will include investigating models of statewide criminal justice efforts in other jurisdictions and collecting information about system structures, partnership models, and program models.
- Excellent computer and technology skills, including data entry, data visualization, database management (especially Excel) and/or graphic design
- Strong verbal and written communication skills; High attention to detail
- Well organized; Ability to multi-task and prioritize responsibilities
- Well-developed research and interviewing skills
- Comfort working in collaborative settings with a diverse set of stakeholders
- Commitment to learning about issues related to incarceration, recovery & public health
How to Apply: Please send your resume and cover letter explaining your interest in this position to: Heather Gaydos at the Center for Prisoner Health and Human Rights, 8 Third Street, Providence RI 02906; or to firstname.lastname@example.org. Applicants that meet our requirements will be contacted for an interview. All eligible applicants must eventually create a profile and apply via www.my.americorps.gov .