Description

The Department of Orthopaedic Surgery is hiring a Full Time Administrative Assistant- Intermediate to join their team in Pittsburgh, PA. This position will support the Orthopaedic Trauma Specialty. This is a Monday through Friday daylight position with hours of 8am to 4:30pm. No evenings or weekends required!

Purpose:
Under general supervision, provides varied administrative support to a department, a group of professionals or multiple departments.

Responsibilities:

• Obtain necessary authorizations for tests and surgical procedures as ordered by the physician. All UPMC guidelines must be followed when patient record requests are made, by obtaining a medical release from signed by the patient and log into the copy ser
• Recognize patient satisfaction as a priority. Interact positively with patients and co-workers in a respectful and courteous manner. Maintain confidentiality according to HIPAA guidelines. Manage the conversation flow by providing appropriate information
• Print and submit dictation for signatures weekly. Editing as instructed by the physician. Copy, mail and file dictation into the patient chart as well as all other patient correspondence and return to medical records.
• Maintain physician CME's and ECU's and CV's by updating monthly. Assist with recredentialing by providing necessary documentation. Maintain the physician calendar with scheduled meetings, deadlines and upcoming travel itinerary.
• Schedule physician depositions, meetings and arrange travel according to UPMC guidelines. Submit all travel reimbursements as required. Submit all physician schedule changes to management for approval to ensure coverage of patient needs.
• Communicate with patients and family members effectively by providing patient information as needed according to HIPAA guidelines. Obtain a (PRF) Patient Representative Form signed by the patient and documented in Epic when the patient requests the physi
• Answer calls and return voicemail messages each day. Review messages with physician or PA with detailed and accurate patient information, problems and concerns. Triage calls for urgency. Use a tactful and pleasant manner.
• Coverage of co-workers during absences is required. Telephone calls and voicemail messages are to be addressed as soon as possible. Schedule surgery add ons and review all messages with physician. Update the person you are covering upon their return. Add
• Assist in the preparation of grants, manuscripts, book chapters and abstracts. Maintain records of all submitted journals, books and chapters. Work closely with research assistant for accurate tracking system.
• Under general direction, provides varied administrative support to a department or group of professionals.
• May make travel arrangements.
• Maintains various accounting and budgetary records (i.e., completes expense reports).
• Collects, compiles, and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Researches, drafts, and/or abstracts reports (i.e., conduct initial research to gather information for Supervisor regarding topic of interest).
• May also perform all responsibilities of an Administrative Assistant - Associate:Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains varied office files, logs, and records office activities.Orders office supplies and maintains office equipment.Answers, screens, and routes incoming calls and messages. Responds to routine questionsGreets, screens, and directs visitors to appropriate staff member.
• Reviews administrative procedures and interprets them for employees.
• Maintains supervisor's calendar (i.e., proactively schedules meetings on supervisor's behalf, makes recommendations for large meeting venues and catering, takes leadership role to ensure meetings flow smoothly).
• Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
• Composes routine, general, and unique/independent correspondence (i.e., sends more than standard emails, begins to modify content of email on behalf of department head, reads and answers correspondence).

Qualifications

• High school diploma or equivalent
• Three years experience in an administrative support role
• Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software
• Ability to use applicable MS Suite productsWorking knowledge of business processes and procedures
• Knowledge of basic accounting and financial principles and functions
• Ability to analyze data and use basic reasoning skills

UPMC has a Center for Engagement and Inclusion that is charged with executing leading-edge and next-generation diversity strategies to advance the organization’s diversity management capability and its national presence as a diversity leader. This includes having Employee Resource Groups, such as PRIDE Health or UPMC ENABLED (Empowering Abilities and Leveraging Differences) Network, which support the implementation of our diversity strategy.

Licensure, Certifications, and Clearances:

• Act 34


• UPMC is an Equal Opportunity Employer/Disability/Veteran

Total Rewards

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Our Values

At UPMC, we’re driven by shared values that guide our work and keep us accountable to one another. Our Values of Quality & Safety, Dignity & Respect, Caring & Listening, Responsibility & Integrity, Excellence & Innovation play a vital role in creating a cohesive, positive experience for our employees, patients, health plan members, and community. Ready to join us? Apply today.