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Administrative Assistant - Intermediate

  • Job ID: 768957349
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65160 POP11 Mercy Hospital
  • Location: 1350 Locust Street, Pittsburgh PA 15219
  • Union Position: No
  • Salary Range: $15.42 to $24.25 / hour

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

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       Current UPMC employees must apply in HR Direct