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Administrative Assistant - Intermediate

  • Job ID: 242634182
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65471 POP14 EYE Childrens Hospital
  • Location: 4401 Penn Avenue, Pittsburgh PA 15224
  • 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 Pediatric Ophthalmology at UPMC Children's Hospital of Pittsburgh!


Under general supervision, the Intermediate Administrative Assistant provides varied administrative support to a department, a group of professionals, or multiple departments. This position will support a very busy pediatric department, which includes a clinic, and will also occasionally assist a Director with scheduling meetings and calendar management.

 

Additional duties include, but are not limited to, running the front desk on clinic days, scheduling patient appointments, answering phones, interacting with patients and their families, and additional clerical support tasks.

 

The ideal candidate for this position will have previous work experience in a medical office and/or healthcare setting, and will be comfortable with phone/patient message triage and scheduling patient appointments. The ability to interact with patients and their families professionally and sensitively is crucial for this role, as is the ability to be adaptable and willing to jump into any needed task. Experience in an ophthalmology or pediatric setting is a plus, as is experience with answering/addressing messages in the EPIC system.



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, healthcare setting, or clinical setting highly preferred.
  • Experience working in an ophthalmology and/or pediatric environment is a plus.
  • Previous scheduling experience (meetings, appointments, surgeries, etc.) highly preferred.
  • Exceptional customer service and phone etiquette skills highly preferred.
  • Previous experience triaging phone calls and/or messages preferred.
  • Working knowledge of EPIC is a plus.

Licensure, Certifications, and Clearances:
  • Act 31 Child Abuse Reporting
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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       Current UPMC employees must apply in HR Direct