Job Description

Job Title: Administrative Assistant - Senior
Job ID: 01858531
Status: Full-Time
Regular/Temporary: Regular
Hours: 8 a.m. to 4:30 p.m.
Shift: Day Job
Facility:
Department: 60358 POP23 SURG Oncology
Location: 5150 Centre Avenue, Pittsburgh PA 15232

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Senior to support the Division of Surgical Oncology at the UPMC Cancer Pavilion in Shadyside!

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 provide support on both the clinical and administrative aisles, including the management and coordination of clinical, administrative, and academic calendars for the physicians. 

Additional duties include, but are not limited to, triaging patient phone calls and messages, scheduling patient appointments, booking both domestic and international travel arrangements, and scheduling/coordinating academic and administrative meetings.

The ideal candidate for this position will have administrative experience in a medical and/or healthcare work environment, as well as a working knowledge of EPIC. Strong calendar management skills are highly preferred, as is the ability to handle a heavy call volume atmosphere. Previous experience making international travel arrangements is also preferred.


Responsibilities:
  • 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).
  • Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events).
  • Plans conferences for department and department head.
  • Under general direction, provides varied administrative support to a department or group of professionals.
  • 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.
  • Develops reports for executive or department. 
  • Analyzes complex information requests and determines complex trends.
  • Reviews administrative procedures and operating practices, and makes recommendations to increase efficiency.

Qualifications

  • 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.
  • Previous administrative experience in a medical office and/or healthcare work environment highly preferred.
  • Working knowledge of EPIC/EpicCare preferred.
  • Exceptional calendar management skills highly preferred.
  • Previous experience with international travel arrangements preferred.
  • Ability to manage a high call volume environment strongly preferred.

Licensure, Certifications, and Clearances:
  • Act 34

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

    Salary Range: $16.72 to $26.54 / hour

    Union Position: No

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