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Administrative Assistant - Intermediate

  • Job ID: 097136646
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: 8 a.m. to 4:30 p.m.
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 60358 POP23 SURG Oncology
  • Location: 5150 Centre Avenue, Pittsburgh PA 15232
  • Union Position: No
  • Salary Range: $15.88 to $24.98 / hour

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Intermediate to support Surgical Oncology - GI at the UPMC Cancer Pavilion in Shadyside!

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 surgical oncologists within the department, as well as directly interact with and support patients.

Duties for this position include, but are not limited to, making patient appointments, managing calendars for physicians, answering office phones/taking patient calls, a large amount of scanning and faxing work, mailing out new patient information packets, updating SharePoint and other communication sources, and other office support tasks.

The ideal candidate for this position will be comfortable interacting with both physicians and patients on a daily basis, and will be comfortable and able to thrive in a busy office setting. Previous medical office and/or healthcare work experience is preferred, but not required, while proficient communication skills are vital to this role. Strong computer skills are also preferred, specifically with Microsoft Office products (Outlook, Word, etc.), with a working knowledge of EPIC being a 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.
  • Exceptional communication skills, in person and over the phone, highly preferred.
  • Working knowledge of EPIC and/or EMR systems 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