Job Description

Job Title: 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

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

Salary Range: $16.72 to $26.54 / hour

Union Position: No

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