Job Description

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

Description

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.



Responsibilities:

  • 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.

 

Qualifications

  • 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

Union Position: No

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