Job Description

Job Title: Administrative Assistant - Intermediate
Job ID: 88527135
Status: Full-Time
Regular/Temporary: Regular
Hours:
Shift: Day Job
Facility:
Department: 65152 POP11 NEUSRG CHP
Location: 4401 Penn Avenue, Pittsburgh PA 15224

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Intermediate to support the Department of Pediatric Neurosurgery at UPMC Children's Hospital of Pittsburgh!


Under general supervision, the Intermediate Administrative Assistant provides varied administrative support to a department, a group of professionals, or multiple departments. Duties for this position include, but are not limited to, maintaining multiple physician calendars, arranging travel (both domestic and international), tracking expenses, and other office tasks.

 

The ideal candidate for this position will have previous work experience in an office setting, with medical office and/or healthcare work experience being a plus, and strong calendar management skills. Exceptional interpersonal and communication skills are vital to this role, as well.




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.
  • Reviews administrative procedures and interprets them for employees.
  • 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).
  • Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
  • Composes 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).

Qualifications

  • High school diploma or equivalent.
  • Three years experience in an 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.
  • 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.
  • Previous work experience in a medical office and/or healthcare setting is preferred.
  • Strong calendar management skills highly preferred.
  • Previous experience making travel arrangements is preferred.

Licensure, Certifications, and Clearances:
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance

  • 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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