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Administrative Assistant - Associate

  • Job ID: 962127354
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: 7:55 a.m. to 4:35 p.m.
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65154 POP11 NEUSRG PUH
  • Location: 200 Lothrop St, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $15.12 to $23.73 / hour

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Associate to support the Department of Neurosurgery at UPMC Presbyterian!


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, managing the reception desk, triaging phone calls and messages, greeting visitors, maintaining the conference rooms (scheduling, equipment, etc.), ordering supplies, maintaining patient records and Electronic Medical Records requests, and other general clerical tasks (faxing, mail, scanning, etc.).

 

The ideal candidate for this position will have previous office and/or administrative work experience, as well as exceptional phone etiquette, customer service, and interpersonal skills. Previous experience with phone triage and/or answering calls on a multi-line system is preferred.



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.
  • Exceptional phone etiquette and interpersonal skills highly preferred.
  • Previous experience with clerical tasks (answering phones, scanning, faxing, mail organization, and/or ordering supplies) preferred.
  • Experience with phone triage and/or answering calls on a multi-line system 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

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