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Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Associate to support the Department of Orthopedic Surgery - Concussion Division at the UPMC Rooney Sports Complex in the South Side!

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, scheduling appointments, answering a high volume of phone calls, obtaining authorizations, faxing, scanning, filing, and providing excellent customer service. 

The UPMC Concussion Division is the largest concussion program in the country, so the Associate Administrative Assistant will be working in a busy, fast-paced environment. Exceptional customer service skills are vital to this role, with experience working in a medical office and/or healthcare work environment being a large plus. A working knowledge of EPIC is also a plus, as is previous experience working with electronic medical records. 

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.
• Knowledge of business processes and procedures.
• Ability to use basic reasoning skills.
• Previous medical office and/or healthcare work experience is preferred.
• Experience with EPIC and/or electronic medical records is a plus.
• Previous experience with scheduling appointments is preferred.
• Experience with authorizations is a plus.