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Administrative Assistant - Associate

  • Job ID: 409951926
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65551 POP15 ORTHO Pediatric Ortho
  • Location: 4401 Penn Avenue, Pittsburgh PA 15224
  • Union Position: No
  • Salary Range: $15.65 to $24.56 / hour

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Associate to support the Department of Orthopaedics – Pediatric Division at UPMC Children's Hospital of Pittsburgh!

 
Under direct supervision, the Associate Administrative Assistant provides general administrative support to a department or group of professionals. This position will provide both physician support, as well as support to patients and their families.

 

Duties include, but are not limited to, scheduling surgeries and appointments, answering office phones, communicating with patients/patients’ families and providing assistance with paperwork (forms, excuses, FMLA documentation, etc.), managing the physician’s calendar/schedule, and organizing and tracking documents.

 

The ideal candidate for this position will have exceptional organization skills and a high level of professionalism, as well as be able to function and thrive in a busy, fast-paced work environment. Medical office experience and/or terminology is preferred, but not required, while strong computer skills are highly 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.
  • Previous work experience in a medical office and/or knowledge of medical terminology preferred.

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