Job Description

Job Title: Administrative Assistant - Senior
Job ID: 730048
Status: Full-Time
Regular/Temporary: Regular
Shift: Day Job
Department: POP13 WH Gyn Spec - Core
Location: 300 Halket St, Pittsburgh PA 15213


University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Senior to support Womens Health - Gynecology Specialties at UPMC Magee-Womens Hospital!

Under general direction, the Senior Administrative Assistant provides varied administrative support of a complex and technical nature to single or multiple department(s) or a division. The ideal candidate will be proficient with coordinating multiple complex schedules and meetings.


  • Assist in creating and coordinating service schedule, inputting into medcall/calendars and making appropriate changes when a conflict arises and distributing it to the appropriate parties.
  • Assist with creating the outpatient clinic schedule, inputting into calendars and making appropriate changes then distributing to appropriate staff.
  • Coordinate schedules, reserve conference rooms, send agenda and take/distribute minutes from monthly QA (Quality Assurance) meetings.
  • Coordinate with resident on duty to create and print M&M list for monthly GYN patient safety conference.
  • Create GYN night call schedule, inputting into medcall/calendars and making changes when a conflict arises, and distributing to the appropriate parties.
  • Create an invoice off of VA staff schedule for the accounting department, and assist in creating a VA schedule, inputting into calendars and supplying it to the VA staff.
  • Create schedule, confirm lecturers, recruit facilitators, create student and faculty syllabi, and make changes during the course as conflicts arise for Reproductive Biology medical school course.
  • Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events).
  • Develops reports for executive or department.
  • Analyzes complex information requests and determines complex trends.
  • Input monthly GYN and OB patient safety conference CME credits.
  • May also perform all responsibilities of an Administrative Assistant - Intermediate:
    • 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 make travel arrangements.
  • Plans conferences for department and department head.
  • Print all letters for GYN specialties in EpicCare, edit and mail the letters.
  • Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and ee will draft more material based on initial ideas).
  • Reviews administrative procedures and operating practices, and makes recommendations to increase efficiency.
  • Send out a Quarterly mailing to OB doctors regarding delivery stats for QA meetings.
  • Track weekly hour/RVUs from VA staff and Labor Suite (Updike/Wiesenfeld) and Mt. Oliver and send it monthly to appropriate parties.
  • Under general direction, provides varied administrative support to a department or group of professionals.


  • High school diploma or equivalent.
  • Five years experience in an increasingly responsible 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.
  • Advanced knowledge of business processes and procedures.
  • Working knowledge of accounting and financial principles and functions.
  • Ability to analyze data Ability to use discretion and independent judgment.
  • Proficiency in Excel highly preferred.
  • Proficiency with scheduling/schedule coordination highly preferred.
  • Experience with expenses and/or travel arrangments preferred.
  • EPIC experience is a plus.

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

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

Salary Range: $16.23 to $25.77 / hour

Union Position: No

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