Job Description

Job Title: Administrative Assistant - Associate
Job ID: 97255125
Status: Full-Time
Regular/Temporary: Regular
Hours: 8 a.m. - 4 p.m./9 a.m.-5 p.m.
Shift: Day Job
Facility: Western Psychiatric Institute
Department: Brent Program Funds
Location: 100 North Bellefield Avenue, Pittsburgh PA 15213

Description

Western Psychiatric Hospital of UPMC is currently hiring an Administrative Assistant - Associate! Do you have administrative experience in an academic research setting or mental health setting? This may be the perfect job for you!


The Administrative Assistant will have varied day-to-day responsibilities while providing administrative support in a fast paced environment, so the ability to multitask is a must!

 

This individual will be responsible for managing schedules, travel reimbursement, assisting with monitoring budgets for grants including tracking grant expenditures for each using Excel software, and generating budget reports for the PI and research coordinators, assisting in the preparation of grant applications, progress reports and other grant-related communications. The Administrative Assistant will also help with coordinating conference calls and other grant-related meetings and activities, and providing clerical support for manuscript submissions and independently draft/edit correspondence and other written materials for investigators.

 
Up for the challenge? Apply today!

Responsibilities:

 

  • Under direct supervision, provides general administrative support to a department or group of professionals.
  • Orders office supplies and maintains office equipment.
  • Helps supervisor and department prepare presentations (i.e., edits, prints, basic formatting functions).
  • Sorts, distributes, prioritizes and composes routine correspondence following established procedures not requiring management review. (i.e., reads correspondence/ highlights important items and sends to supervisor, sends emails sent on behalf of dept head, writes and sends meeting reminders, forwards emails to appropriate distribution list on behalf of department head).
  • Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains varied office files, logs, and records office activities.
  • Assists in researching, drafting, and/or abstracting routine reports. Compiles and analyzes basic information.
  • Answers, screens, and routes incoming calls and messages. Responds to routine questions.
  • Maintains supervisor's calendar (i.e., schedules meetings and recurring events, schedules large conference rooms, orders food, ensures applicable equipment is available and ready for meeting, may take meeting minutes).
  • Greets, screens, and directs visitors to appropriate staff member.

 

Qualifications

  • High School diploma or equivalent.
  • Up to one year administrative experience preferred.
  • Working knowledge of word processing, electronic mail/calendar, spreadsheet, presentation, and database software
  • Ability to use applicable MS Suite products
  • Knowledge of business processes and procedures
  • Ability to use basic reasoning skills

    Licensure, Certifications, and Clearances:

    UPMC is an Equal Opportunity Employer/Disability/Veteran

Salary Range: $14.61 to $22.93 / hour

Union Position: No

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