Job Description

Job Title: Administrative Assistant - Associate
Job ID: 725761
Status: Full-Time
Regular/Temporary: Regular
Hours: 8 a.m. to 4:30 p.m.
Shift: Day Job
Department: POP15 ORTHO Sports Med
Location: 3200 South Water St, Pittsburgh PA 15203


University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Associate to support the Department of Orthopaedic Surgery at the UPMC Rooney Sports Complex!

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

  • Answers, screens, and routes incoming calls and messages.
  • Responds to routine questions.
  • Assists in researching, drafting, and/or abstracting routine reports.
  • Compiles and analyzes basic information.
  • Greets, screens, and directs visitors to appropriate staff member.
  • Helps supervisor and department prepare presentations (i.e., edits, prints, basic formatting functions).
  • Interface with insurance payers regarding preauthorization and referrals required for treatment of patients.
  • 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).
  • Make travel arrangements, including airline tickets, hotels, and disbursement requests and reimbursement for travel.
  • Orders office supplies and maintains office equipment.
  • Performs routing clerical functions, such as copying, sorting, filing, and typing.
  • Sets up and maintains varied office files, logs, and records office activities.
  • Prepare, organize, and maintain confidential charts and clinical records.
  • Maintain accurate patient records.
  • Provide secretarial and administrative support to physician or group of physicians.
  • Schedule patient appointments and surgical procedures and maintain accurate patient information via hospital wide computer systems (EPIC).
  • 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).
  • Review all correspondence and presents material requiring physician's attention with all necessary back up documentation.
  • Transcribe and edit medical, academic, and personal letters.
  • Complete forms and correspondence, maintaining accurate patient and clinical records.
  • Maintain confidentiality of patient information and records.
  • Under direct supervision, provides general administrative support to a department or group of professionals.


  • 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.
  • Medical office/secretary experience highly preferred.
  • Working knowledge of EPIC preferred.
  • Experience with Outlook/calendar management preferred.

    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: $14.12 to $22.16 / hour

Union Position: No

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