Job Description

Job Title: Administrative Assistant - Senior
Job ID: 735789
Status: Full-Time
Regular/Temporary: Regular
Shift: Day Job
Department: POP13 WH Maternal Fetal - Core
Location: 300 Halket St, Pittsburgh PA 15213


University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Senior to support the Department of Maternal Fetal Medicine 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.


This position will work heavily with coordinating physician schedules, coordinating conference schedules, organizing and editing on-call schedules, scheduling meetings, and creating and sending out letters/memos/documents/correspondence.

The ideal candidate will be a team-oriented individual, and have advanced scheduling experience/skills.


  • Coordinates the weekly PAC/Antepartum conference schedule, assigning a faculty member responsible for attending the meeting. 
  • Works with the MFM fellows to assign a resident responsible for presenting each week.
  • 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.
  • 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.
  • Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and Senior Admin will draft more material based on initial ideas).
  • Responsible for creating the monthly MFM Conference/Meeting schedule and adding to all of the physician's calendars.
  • Reviews administrative procedures and operating practices, and makes recommendations to increase efficiency.
  • Serves as Coordinator for the Resident OB Oral Exams.  
  • Responsible for creating the resident testing schedule and assigning faculty to give the exams.
  • Serves as the PRS Coordinator, making sure that all letters and discharge summaries are sent to referring physicians in a timely manner, and enter statistics into a database to monitor referrals from outside physicians.
  • Transcribes letters, memos, and meeting notes for all physicians.
  • Under general direction, provides varied administrative support to a department or group of professionals.



  • High School diploma or equivalent.
  • Five years of 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 Microsoft 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.
  • Strong scheduling experience/skills highly preferred.
  • Scheduling experience in a medical/healthcare setting preferred.
  • Experience with referral letters a plus.
  • Strong written communication skills highly preferred.

    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

Apply Current Employee?


At UPMC, our shared goal is to create a cohesive, positive, experience for our employees, patients, health plan members, and community. If you too are driven by these values, you may be a great fit at UPMC!


UPMC provides a total rewards package that can help you achieve the goals you have for your career and your personal life. Whether you want to learn a new skill through a training course, reach personal health and wellness targets, become more involved in your community, or follow a career path that provides you with the right experience to be successful, UPMC can help you get to where you want to be.


Now more than ever, YOU can help us shape our communities and UPMC into a better place for everyone to work, study, play, and thrive.

Learn more about working here and check out our policies and recent updates.

UPMC Ranked #17 Best Places for Women & Diverse Managers in 2018

Talent Network