At UPMC, we are committed to keeping our community safe and healthy as the COVID-19 pandemic unfolds. As our team continues to provide Life Changing Medicine to our patients, our recruiters will continue to fill positions throughout this time. Interviews and other processes may be modified to protect the safety of our candidates and employees. Thank you for your patience.

For more information about UPMC's response to COVID-19, please visit upmc.com/coronavirus.

Job Description

Job Title: Administrative Assistant - Intermediate
Job ID: 768957349
Status: Full-Time
Regular/Temporary: Regular
Hours:
Shift: Day Job
Facility: Univ. of Pgh Physicians
Department: 65160 POP11 Mercy Hospital
Location: 1350 Locust Street, Pittsburgh PA 15219

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Intermediate to support the Department of Neurological Surgery at the UPMC Mercy Professional Building!

Under general supervision, the Intermediate Administrative Assistant provides varied administrative support to a department, a group of professionals, or multiple departments. This position provides support to department physicians and physician assistants (PAs). 

Duties for this position include, but are not limited to, ordering supplies, providing dictation support (office notes, etc.), organizing and updating legal, academic, and research documents for physicians, creating and organizing communication documents, managing calendars for physicians and PAs (meetings and on-call schedules), and handling expenses.

The ideal candidate for this position will have strong computer skills, specifically with proficient typing, Microsoft Office, Outlook/email, and Word editing capabilities. Previous work experience in a medical office and/or healthcare environment is preferred, but not required. Experience with calendar management, scheduling, and/or expenses is also preferred. 



Responsibilities:
  • Under general direction, provides varied administrative support to a department or group of professionals.
  • May make travel arrangements.
  • Maintains various accounting and budgetary records (i.e., completes expense reports).
  • Collects, compiles, and analyzes moderately complex data and information. 
    • Composes straightforward written descriptions of results. 
  • Researches, drafts, and/or abstracts reports (i.e., conduct initial research to gather information for Supervisor regarding topic of interest).
  • May also perform all responsibilities of an Administrative Assistant - Associate:
    • Performs routine clerical functions, such as copying, sorting, filing, and typing. 
    • Sets up and maintains varied office files, logs, and records office activities.
    • Orders office supplies and maintains office equipment.
    • Answers, screens, and routes incoming calls and messages. 
    • Responds to routine questions.
    • Greets, screens, and directs visitors to appropriate staff member.
  • Reviews administrative procedures and interprets them for employees.
  • 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).
  • Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
  • Composes routine, general, and unique/independent correspondence (i.e., sends more than standard emails, begins to modify content of email on behalf of department head, reads and answers correspondence).
  • Maintains and updates transcriptions from Escriptions, listening and correcting as needed. 
  • Updates the letter queue on a daily basis, printing and mailing office visit letters. 
  • Maintains up-to-date documentation and assures completion of all applications.

Qualifications

  • High School diploma or equivalent.
  • Three years experience in an 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.
  • Proficient Outlook/email technology skills highly preferred.
  • Working knowledge of business processes and procedures.
  • Knowledge of basic accounting and financial principles and functions.
  • Ability to analyze data and use basic reasoning skills.
  • Previous work experience in a medical office and/or healthcare setting preferred.
  • Strong written communication skills highly preferred.

Licensure, Certifications, and Clearances:
  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

    Salary Range: $15.42 to $24.25 / hour

    Union Position: No

    Apply Current Employee?

    UPMC VALUES

    At UPMC, our shared goal is to create a cohesive, positive, experience for our employees, patients, health plan members, and community. If you too are driven by these values, you may be a great fit at UPMC!

    QUALITY & SAFETY
    DIGNITY & RESPECT
    CARING & LISTENING
    RESPONSIBILITY & INTEGRITY
    EXCELLENCE & INNOVATION

    UPMC provides a total rewards package that can help you achieve the goals you have for your career and your personal life. Whether you want to learn a new skill through a training course, reach personal health and wellness targets, become more involved in your community, or follow a career path that provides you with the right experience to be successful, UPMC can help you get to where you want to be.


    WORKING HERE



    Now more than ever, YOU can help us shape our communities and UPMC into a better place for everyone to work, study, play, and thrive.

    Learn more about working here and check out our policies and recent updates.

    UPMC Health Plan Named Best Places to Work for LGBTQ Equality in 2020


    UPMC Ranked #1 Best Places for Women and Diverse Managers in 2019

    Share:
    Talent Network