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Administrative Assistant - Associate

  • Job ID: 14569939
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65859 POP18 PEDS Neonatology
  • Location: 300 Halket St, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $14.61 to $22.93 / hour

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Associate to support the Department of Pediatrics - Division of Newborn Medicine at UPMC Magee-Womens Hospital!

Under direct supervision, the Associate Administrative Assistant provides general administrative support to a department or group of professionals. Duties for this position include, but are not limited to, answering phones, copying, faxing, scheduling meetings, some basic transcription duties, and working on small projects in Excel and other database software.

The ideal candidate for this position will have previous office and/or administrative experience, with previous medical office experience/medical terminology knowledge being a plus. Previous transcription experience is also a plus, while proficient Microsoft Office skills (Excel, Work, Outlook) are preferred.


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 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.

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.
  • Proficiency in Excel, Word, and Outlook is preferred.
  • Knowledge of business processes and procedures.
  • Ability to use basic reasoning skills.
  • Previous medical office work experience and/or medical terminology knowledge is a plus.
  • Transcription experience is a plus.

Licensure, Certifications, and Clearances:
  • Act 31 Child Abuse Reporting with renewal
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance with renewal

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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       Current UPMC employees must apply in HR Direct