Clerical Group Leader

Administrative Support Services

Under general supervision, provides secretarial, clerical and administrative support services, including scheduling of meetings and appointments, screening calls, preparing correspondence, taking minutes of meetings, maintaining patient records, preparing statistical analyses, etc. Schedules priorities, assigns work to and reviews performance of subordinate administrative support workers. 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.

Coordinates the efficient flow of work through an assigned area of responsibility. Prioritizes and assigns work to subordinate clerical personnel, reviews work for accuracy, grammar, punctuation, completeness and format. Provides functional guidance regarding clerical operations, policies and procedures of the department.

Interviews prospective employees, recommends selection, completes performance appraisals, recommends corrective action, up to and including termination and recommends salary adjustments, where appropriate. Maintains supervisor's calendar without prior clearance. Schedules meetings and appointments, arranges travel accommodations. May prepare agendas, gather pertinent data for dissemination and attend meetings to take, compose, transcribe and distribute minutes.

Answers telephone and receives visitors. Ascertains needs, establishes priorities and investigates background material. Responds to those inquires within the level of responsibility and authority, relaying other calls to the appropriate individual. Prepares and maintains a variety of reports and documents (often of a confidential nature) requiring file search, interpretation and compilation of data (i.e. budget reports, billing, grant proposals, time sheets, etc.) May prepare statistical analyses for number of patients, type of treatment or service provided, number of discharges, tray census, dietary statistics report, or other reports requiring compilation, tabulation and/or display of data.

Composes rough and final drafts of memos, correspondence and reports utilizing knowledge of situation. Signs routine correspondence in own name. May coordinate information in order to prepare department newsletter, designs and prepares cover letter, forms, etc. Completes a variety of word processing tasks including correspondence, personnel profiles, agendas, manuscripts, records, charts, statistical tables, forms, etc., which may require knowledge of medical terminology. May take transcribed dictation.

May gather information and prepare billing for service rendered, sending as appropriate to an individual or third party payer. Maintains appropriate records for budgetary purposes. Establishes, maintains and revises as necessary records and filing systems, often handling highly confidential materials such as budget, payroll, patient and personnel data. Proposes changes in work procedures to more effectively coordinate flow of work through area of responsibility. Records and monitor expenditures against budget, alerts supervisor of possible areas of concern. Maintains inventory and orders office/medical supplies at own discretion, but according to knowledge of usage patterns and within established guidelines. Prepares and follows up on purchase orders.

Performs library research in order to secure materials or guide supervisor to appropriate source and to prepare bibliographies on a given topic. May maintain departmental resources library. Performs clerical duties using such equipment as calculator, copy machine, word processor, typewriter and transcription equipment. Opens, sorts and distributes mail. Answers routine requests, maintains time sheets for personnel, processes requests for checks and expense vouchers. Performs duties of subordinate clerical staff due to absence or if workloads require. Performs other duties as assigned.

Work requires in addition to the skills normally obtained through High School, one year of formal secretarial/business education or its equivalent. Medical terminology may also be required. One to two years progressively more responsible experience acquiring secretarial skills and experience-based knowledge of support functions, ability to effectively coordinate an efficient work flow, exercise independent judgment and to develop interpersonal/communication skills. Interpersonal skills to effectively interface with Hospital personnel and persons from outside the Hospital such as vendors, patients, etc., and to direct the activities of a subordinate clerical group. Analytical ability in order to search records, interpret materials and prepare a variety of reports and documents. Written and oral skills to prepare and review a variety of reports, documents, correspondences and to effectively communicate policies and procedures. Ability required to operate office equipment. Organizational ability to prioritize and assign work, and to develop and maintain records and filing system. Proficient computer and typing skills to prepare a variety of reports, documents and correspondence. Ability to exercise considerable independent judgment, requiring knowledge of department policies and procedures.

Normal office environment with some walking to assign work and review performance of clerical staff. Performs independently within the department's policies and practices. Refers specific complex problems to the supervisor when clarification of the departmental policies and procedures are required. Schedules and assigns work, providing guidance and counseling to subordinate clerical staff.

Brown University Health