Executive Assistant I – Department of Pediatrics

University of Pittsburgh is hiring a full-time Executive Assistant to join their Department of Pediatrics at UPMC Children’s Hospital! This position will support the Chair of the Department of Pediatrics, and the position will be responsible for supporting all programs, calendaring, travel, events and Vice Chair activities. This is a great opportunity for applicants with previous Executive Assistant experience or an Administrative Assistant with experience in an academic medical setting looking to take on new challenge and advance their career! 

This position will work Monday through Friday, daylight hours with no evenings, weekends, or holidays! Specific hours worked will vary based on the Chair’s schedule. Please note, this is a fully in office position located at our beautiful Children’s Hospital campus. 

Responsibilities:

• Answers phones and directs all incoming calls to appropriate party promptly and efficiently
• Maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents
• Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner
• Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines
• Interacts with staff at all levels in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
• Processes incoming and outgoing mail. Maintains confidentiality of mail addressed to the president
• Records and distributes minutes and other relevant information to appropriate participants in a timely manner
• Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs
• Arranges travel schedule and reservations for executive management as needed
• Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings