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   Current UPMC employees must apply in HR Direct

Admin Assistant - Intermediate

Description

Purpose:
Under general supervision, provides varied administrative support to a department, a group of professionals or multiple departments.

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 questionsGreets, 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).
  • Collect physician patient contact volume.
  • Coordinate files between the Central Verifications Office, hospital medical staff offices, and physicians.
  • Prepare Medical Staff files for regulatory reviews.
  • Collect physician documentation (MD, DEA, etc).
  • Copy, File, and Scan. Use Microsoft Word and Excel, as well as internal systems and databases.
  • Courier Files around the Oakland campus.
  • Function as the assistant DES (department enrollment specialist) for all Department of Psychiatry employers (UPP20, BHC, and CCP Psychiatrists).
  • Maintain accurate medical staff rosters and distribution lists.
  • Log CME credits for educational events.
  • Process medical staff reappointments.
  • Maintain medical staff credentialing files.
  • Assist physicians with online reappointment process.
  • Check for accurate physician contact info and follow through for updates.

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
  • 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

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

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