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   Current UPMC employees must apply in HR Direct

Admin Assistant - Senior

  • Job ID: 73569813
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: UPMC Health Plan
  • Department: National Service Center
  • Location: 600 Grant St, Pittsburgh PA 15219
  • Union Position: No
  • Salary Range: $16.72 to $26.54 / hour

Description

UPMC has an exciting opportunity for an Administrative Assistant Senior position in the National Service Center department located downtown Pittsburgh in the US Steel Tower.  This is a full time position Monday through Friday 8:00am to 4:30pm. 

 

Must be skilled in Microsoft products, have five years of previous administrative assistant experience preferably at the Senior level and for a large organization. 


The Administrative Assistant Senior under general direction, provides varied administrative support of a complex and technical nature to single or multiple department(s) or a division.

Responsibilities:

  • Completes month and quarterly quality reports.
  • Track TAHS webinars and submits weekly.
  • Prepare mailings for NSC for FML and POWRR referrals.
  • Provide backup administrative support to the Senior Director, account staff and marketing group as needed.
  • E-mail quarterly newsletter to affiliates.
  • Surveys: Responsible for account satisfaction, supervisor and training surveys. 
  • Prepare and execute distribution and tracking process and enter surveys into appropriate system upon return.
  • Maintain and follow Material Request guidelines to prepare educational, promotional, marketing and communication materials.
  • Maintain contact lists; initiate and monitor the lists on an on-going basis.
  • Reporting: Review and distribute missing data reports for company data; run appropriate reports for companies according to report timeline and provide to account staff.
  • Maintain and monitor EAP Training Calendar comparing to Daybreak system on a monthly basis to ensure accuracy of data entered by account staff.
  • Coordinates staff in-services with Clinical Manager, schedules rooms, obtains continuing education credits.
  • Scan materials for NSC for on-line filing.
  • Serve as back up in the National Service Center when required for meetings and absences of staff.
  • File paper affiliate records in NSC.
  • Prepare and mail affiliate insurance and liability update reminders twice a month.
  • Maintains adequate inventory of promotional materials based on usage patterns.
  • Monitor inventory and coordinate data for budget preparation.
  • Prepare purchase requisitions and tracks for payment.
  • Manage invoices and disbursements for Life Solutions accounts.
  • Enter new projects into the marketing system for reprint of items when needed and tracks until complete.
  • Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and 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.
  • 5 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.


Licensure, Certifications, and Clearances:

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct