Job Description

Job Title: Admin Assistant - Intermediate
Job ID: 705373
Status: Full-Time
Regular/Temporary: Regular
Hours: 8am-4:30pm
Shift: Day Job
Facility: Western Psychiatric Institute
Department: CCS Pittsburgh LTSR
Location: 7165 Churchland Street, Pittsburgh PA 15206


Western Psychiatric Hospital of UPMC is currently hiring an Administrative Assistant.  This individual will provide varied administrative support to the Clinical Care Services department.


Up for the challenge?  Apply today!


  • Assists administration in the infrastructure issues related to program operation including new program development.
  • Assists in the design, collection and formatting of data management tools, reports, etc. for the purpose of program monitoring, evaluation and planning.
  • Assists managers and clinicians in resolving batch errors. This may require consultation, extensive research, interface with care management, registration office and insurance companies.
  • 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).
  • 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).
  • Develops and implements competency assessments for each level of staff at CRS related to relevant electronic applications/resources.
  • Develops and implements orientation for new CRS staff in the use of Psych Consult and all tools/features associated with it.
  • 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.
  • May make travel arrangements.
  • Participates in the WPIC CRS ISD user group and other committees as assigned.
  • Provides consultation, trouble shooting and problem resolution associated with Psych Consult to CRS clinicians.
  • Provides feedback to Clinical Administrator and other program managers/supervisors about competence and training needs of staff.
  • Reviews administrative procedures and interprets them for employees.
  • Serves as primary Authorization Manager for the service line. This includes securing authorizations for designated service components and assisting the managers in the authorization process for others. Must maintain a broad and detailed knowledge base for insurance products and authorization requirements for clients served by CRS.
  • 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

    Licensure, Certifications, and Clearances:
  • Act 34 Criminal Clearance
  • Older Adult Protective Services Act

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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