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Administrative Assistant - Intermediate

  • Job ID: 038286518
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: 8:30 a.m. to 5 p.m.
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65057 POP10 MED Geriatrics
  • Location: 3471 Fifth Avenue, Pittsburgh PA 15213
  • 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 Geriatrics at the Kaufmann Medical Building on UPMC Presbyterian's campus!

Under general supervision, the Intermediate Administrative Assistant provides varied administrative support to a department, a group of professionals, or multiple departments. Championing a team-oriented culture, the Department of UPP Geriatrics supports faculty members with both UPMC and the University of Pittsburgh.

Duties for this position include, but are not limited to, managing the clinical on-call schedule, keeping track of continuing education requirements (credits, trainings, etc.), updating CVs, overseeing credentialing and accreditation information, managing hospitalist and resident schedules, taking meeting minutes, and providing additional support tasks with training/course events.

The ideal candidate for this position will be a team-oriented individual, with the willingness and flexibility to jump into any needed office role to support the department. Medical office and/or healthcare work experience is preferred, but not required, with any previous experience with EPIC being a plus. Proficient Microsoft Office skills (Excel, Outlook, etc.) are also preferred, while exceptional interpersonal and communication skills are vital to this role. Experience with EndNote is a major plus.



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).

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.
  • Previous work experience in a medical office and/or healthcare setting preferred.
  • Working knowledge of EPIC and/or EndNote is a plus.

Licensure, Certifications, and Clearances:
  • Act 34
  • OAPSA

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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       Current UPMC employees must apply in HR Direct

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