Job Description

Job Title: Administrative Assistant - Intermediate
Job ID: 30047228
Status: Full-Time
Regular/Temporary: Regular
Hours:
Shift: Day Job
Facility:
Department: 65154 POP11 NEUSRG PUH
Location: 200 Lothrop St, Pittsburgh PA 15213

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Intermediate to support the Department of UPP Neurosurgery at UPMC Presbyterian!

 

Under general supervision, the Intermediate Administrative Assistant provides varied administrative support to a department, a group of professionals, or multiple departments. This position will provide direct physician support for the department, with duties including managing calendars, scheduling meetings, organizing conference schedules, making travel arrangements, and working with some credentialing and privilege forms/documents.

 

The ideal candidate for this position will have previous experience working in a healthcare and/or medical office setting, and will have exceptional calendar management and scheduling skills. Experience with travel arrangements is preferred.

 

 

Responsibilities:

  • Under general direction, provides varied administrative support to a department or group of professionals.
  • May make travel arrangements.
  • Maintains various accounting and budgetary records (i.e., completes expense reports).
  • 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).
  • 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.
  • Review administrative procedures and interprets them for employees.
  • Maintain 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).
  • Assist supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
  • Compose 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).
  • Maintain up-to-date documentation and assure completion of all applications and disclosures for multiple surgeons.
  • Arrange travel (domestic and international) for multiple surgeons, including (but not limited to) lodging, air travel, car transportation, conference registration, and additional meetings.
  • Coordinate and maintain multiple physician and physician assistant on-call schedules, including posting into MedTrak Call schedule.
  • Manage all faculty academic activities, including (but not limited to) maintenance of CV, management of online reference material, preparation of correspondence, assistance with IRB and grant submissions.
  • Maintain various accounting and budgetary records (i.e., completes expense reports).
  • Submit expenses for surgeons through UPMC PeopleSoft and University of Pittsburgh procedures.
  • Assist with main receptionist duties (taking accurate messages, forwarding calls to appropriate extension, and maintaining professional tone with callers).

 

Qualifications

  • High school diploma or equivalent.
  • Three years of experience in an administrative support role.
  • Previous experience working in a healthcare and/or medical office setting is highly preferred.
  • 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.
  • Exceptional calendar management and scheduling skills highly preferred.
  • Experience with travel arrangements preferred.

    Licensure, Certifications, and Clearances:
  • Act 34

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

     

    Salary Range: $14.97 to $23.54 / hour

    Union Position: No

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