Job Description

Job Title: Administrative Assistant - Senior
Job ID: 97372046
Status: Full-Time
Regular/Temporary: Regular
Hours: 8 a.m. to 4:30 p.m.
Shift: Day Job
Department: 65154 POP11 NEUSRG PUH
Location: 200 Lothrop St, Pittsburgh PA 15213


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


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 directly support physicians in the department. Duties include, but are not limited to, scheduling meetings and conferences, taking meeting minutes, arranging travel accommodations, managing expenses, working with credentialing and grant applications, and managing calendars.


The ideal candidate for this position will have exceptional calendar management and scheduling skills, as well as a background in either healthcare or academic work experience. A proficiency in Microsoft Excel, Word, Outlook, and other Office products is strongly preferred, as is a high level of professionalism, organizational skills, and communication skills (both written and interpersonal). Experience with EndNote and/or grant applications is a plus!

  • 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.
  • Submits expenses for surgeons through UPMC HR Direct and University of Pittsburgh procedures.
  • Assists with coverage at the Front Desk Reception for the Department of Neurological Surgery
  • Manages surgeon academic activities including, but not limited to, maintenance of CV, management of online reference material, preparation of correspondence, assistance with IRB, and grant submissions.
  • Arranges travel (domestic and international) for surgeon. 
    • Includes, but not limited to, lodging, air travel, car transportation, conference registration, and additional meetings.
  • Maintains up-to-date documentation and assures completion of all applications and disclosures for surgeon.


  • High school diploma or equivalent.
  • Five years experience in an increasingly responsible administrative support role.
  • Previous work experience in a healthcare and/or academic environment strongly preferred.
  • Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation, and database software. 
  • Ability to use applicable MS Suite products.
  • Proficiency in Outlook, Word, and Excel highly preferred. 
  • 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 experience making travel arrangements (domestic and/or international) preferred.
  • Exceptional calendar management skills strongly preferred.
  • Experience using EndNote and/or working with grant submissions is a plus.

Licensure, Certifications, and Clearances:
  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

    Salary Range: $16.72 to $26.54 / hour

    Union Position: No

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