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Job Description

Job Title: Administrative Assistant - Senior
Job ID: 678189042
Status: Full-Time
Regular/Temporary: Regular
Hours:
Shift: Day Job
Facility: Magee-Womens Hospital of UPMC
Department: 1017 Research Operations
Location: 3250 Craft Place, Pittsburgh PA 15213

Description

UPMC Magee-Womens Hospital is seeking a full-time Administrative Assistant - Senior to support the Magee-Womens Research Institute and Foundation at Craft Place in Oakland!

Under general direction, the Senior Administrative Assistant provides varied administrative support of a complex and technical nature to single or multiple department(s) or a division. This position will directly support three Directors within Research Operations.

Duties for this position include, but are not limited to, managing calendars, scheduling meetings, working within and organizing department spreadsheets, assisting with PowerPoint presentations, making travel arrangements, handling some expenses, and other general support tasks.

The ideal candidate for this position will have proficient computer and Microsoft Office skills, as well as exceptional customer service and interpersonal skills. Previous calendar management experience is preferred, as is a high level of professionalism and a strong attention to detail.




Responsibilities:
  • Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and Senior Admin 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.
  • Five 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.
  • Previous calendar management experience is preferred.

Licensure, Certifications, and Clearances:
  • Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran

Salary Range: $17.05 to $27.07 / hour

Union Position: No

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