Job Description

Job Title: Administrative Assistant - Intermediate
Job ID: 698672
Status: Full-Time
Regular/Temporary: Regular
Hours: 8 a.m. to 4:30 p.m.
Shift: Day Job
Department: POP15 ORTHO Adult Orthopaedics
Location: 3471 Fifth Avenue, Pittsburgh PA 15213


University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Intermediate to help support the Adult Orthopaedics Department at the Kaufmann Medical Building in Oakland!

Under general supervision, the Intermediate Administrative Assistant provides varied administrative support to a department, a group of professionals, or multiple departments.


  • 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, using a tactful and pleasant manner.
  • 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.
  • Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
  • 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).
  • Communicates with patients and family members effectively by providing patient information as needed, according to HIPAA guidelines.
  • Obtains a (PRF) Patient Representative Form, signed by the patient and documented in Epic, when the patient requests the physician to discuss medical history with family history.
  • 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).
  • Coverage of co-workers during absences is required.
  • Telephone calls and voicemail messages are to be addressed as soon as possible, addressing all urgent messages.
  • Schedule surgery add-ons and review all messages with physician.
  • Update the person you are covering upon their return.
  • Maintain physician CME's and ECU's and CV's by updating monthly.
  • Assists with recredentialing by providing necessary documentation.
  • Maintains the physician calendar with scheduled meetings, deadlines, and upcoming travel itinerary.
  • 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).
  • Maintains various accounting and budgetary records (i.e., completes expense reports).
  • 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 questions.
    • Greets, screens, and directs visitors to appropriate staff member.
  • Obtains 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 form signed by the patient and log into the copy service binder
  • 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.
  • Recognize patient satisfaction as a priority.
  • Interacts positively with patients and co-workers in a respectful and courteous manner.
  • Maintains confidentiality according to HIPAA guidelines.
  • Manages the conversation flow by providing appropriate information.
  • Reviews administrative procedures and interprets them for employees.
  • 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.
  • Under general direction, provides varied administrative support to a department or group of professionals.


  • 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 products.
  • Working knowledge of business processes and procedures.
  • Knowledge of basic accounting and financial principles and functions.
  • Ability to analyze data and use basic reasoning skills.
  • Experience with answering phones and exceptional phone etiquette highly preferred.
  • Scheduling and calendar maintenance experience preferred.
  • Medical office experience preferred.
  • Experience making travel arrangements preferred.

    Licensure, Certifications, and Clearances:
  • Act 34 Criminal Clearance

UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities

Salary Range: $14.53 to $22.86

Union Position: No

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