Job Description

Job Title: Administrative Assistant - Associate
Job ID: 87172891
Status: Full-Time
Regular/Temporary: Regular
Shift: Day Job
Department: 64022 POP00 OPR
Location: 3600 Forbes Ave, Pittsburgh PA 15213


University of Pittsburgh Physicians is seeking a full-time Administrative Assistant – Associate to support UPMC MedCall at Forbes Tower in Oakland! UPMC MedCall serves as UPMC’s advanced physician resource for all aspects of patient transfers, referrals (urgent and non-urgent), physician consultations, and patient follow-ups.

This office is a 24-hour operation, with rotating shifts, weekends, and holidays. The Administrative Assistant – Associate will typically work 11 a.m. to 7 p.m. shifts, five days per week. If a weekend shift is worked, the Administrative Assistant – Associate will have a weekday off. Schedules are typically provided at least two weeks in advance. Flexibility in schedule is strongly preferred for this role.

Under direct supervision, the Administrative Assistant - Associate provides general administrative support to a department or group of professionals. Duties for this position include, but are not limited to, providing overall clerical support, documenting hospital transfers, inputting admission reservations into the system, answering phones, attaching records, faxing, filing, and general data entry/computer work tasks. 

The ideal candidate for this position will have exceptional multitasking, customer service, computer, and typing skills. The ability to work in a busy, fast-paced environment with distractions is vital to this role, as is flexibility in jumping from task to task. Previous work experience in a healthcare environment and/or familiarity with medical terminology is preferred, but not required. A working knowledge of EPIC and/or Medipac is a plus. 

  • 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 department 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.


  • 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.
  • Proficient typing and computer skills strongly preferred.
  • Previous work experience in a healthcare environment and/or knowledge of medical terminology preferred.
  • Working knowledge of EPIC and/or Medipac is a plus.

Licensure, Certifications, and Clearances:
  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

    Salary Range: $14.61 to $22.93 / hour

    Union Position: No

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