Description

The Administrative Assistant Associate will support the Center for Autism and Development Disorders (CADD) Program. This program provides services to those with  intellectual disabilities and autism. Patients in this program receive both in-person and virtual services for medication management as well as therapy.

The hire for this position will provide general administrative support to the department and staff. The ideal candidate for this position will have prior experience with EPIC scheduling, but not required. Communication both in person and on the telephone is a key job responsibility, therefore the hire for this position must be professional and personable.

This position is located in the Oxford Building in Oakland. Lease parking options are available, with some garages providing shuttle options. Available lease options can be determined by connecting with the parking office.

This is a Monday through Friday daylight position, 9a-430p. The dress code is casual. 

Responsibilities:

• Under direct supervision, provides general administrative support to a department or group of professionals.
• Orders office supplies and maintains office equipment.
• Helps supervisor and department prepare presentations (i.e., edits, prints, basic formatting functions).
• Sorts, distributes, prioritizes and composes routine correspondence following established procedures not requiring management review. (i.e., reads correspondence/ highlights important items and sends to supervisor, sends emails sent on behalf of dept head, writes and sends meeting reminders, forwards emails to appropriate distribution list on behalf of department head).
• Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains varied office files, logs, and records office activities.
• Assists in researching, drafting, and/or abstracting routine reports. Compiles and analyzes basic information.
• Answers, screens, and routes incoming calls and messages. Responds to routine questions.
• Maintains supervisor's calendar (i.e., schedules meetings and recurring events, schedules large conference rooms, orders food, ensures applicable equipment is available and ready for meeting, may take meeting minutes).
• Greets, screens, and directs visitors to appropriate staff member.
• Filing and orderly maintenance of client information, assuring timely submission of files to Medical Records.
• Completion and accurate submission of all monthly billings for contracted services.
• Completion and accurate submission of daily attendance for VTC consumers.
• Responsible for the collection of patient information for all new clinic referrals, and maintenance of current and updated client database.
• Order all program supplies as needed, and maintain accurate accounting and orderly storage.
• Completion of transcription for progress notes and/or initial evaluations for faculty and resident psychiatrists as needed.
• Coordination and efficient management of client appointment scheduling for faculty and resident psychiatrists.
• Ongoing coordination and communication with patient registration office regarding insurance status for all active clients.
• Maintain confidentiality of consumer and program information.
• Demonstrate professional behavior in all phases of work activity. Maintains positive working relationship with co-workers.
• Answer incoming phone calls within three rings, and provide necessary follow-through to assure that callers' needs are addressed.
• Display flexibility in adapting to changes in work activity, and seek guidance when uncertain of priorities.
• Greet all clients and other visitors in a respectful and courteous manner and assure that appropriate staff are informed of visitor's arrival for scheduled appointments.
• Completion of all typing and data entry assignments according to prescribed formats and deadlines, assuring complete accuracy of all final drafts.
• Acquire initial and ongoing authorization for services from insurance companies for all billable services, and maintain accurate tracking of authorization usage.
• Completion of bi-weekly payroll documentation for submission to UPMC's Payroll Department.

Qualifications

• High School diploma or equivalent.
• Up to one year administrative experience preferred.
• Working knowledge of word processing, electronic mail/calendar, spreadsheet, presentation, and database software
• Ability to use applicable MS Suite products
• Knowledge of business processes and procedures
• Ability to use basic reasoning skills

Licensure, Certifications, and Clearances:

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran

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