Description
University of Pittsburgh Physicians is seeking a full-time Administrative Assistant Senior to support the UPP Department of Urology at the UPMC Shadyside Medical Building!
The Administrative Assistant Senior will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Responsibilities also include, but are not limited to, interacting with patients, and providing information, managing messages in EPIC/EpicCare, and drafting letters on behalf of the Department.
This position will support the Chairman of the Department of Urology, and therefore, a high level of professionalism is vital for this role. Previous experience supporting a physician leader or an executive in a clinical setting is preferred, as this position does have clinical responsibilities. A working knowledge of EPIC and EpicCare is strongly preferred, as are exceptional calendar management, communication, and organizational skills.
Purpose:
Under general direction, provides varied administrative support of a complex and technical nature to single or multiple department(s) or a division.
Responsibilities:
- Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and ee will draft more material based on initial ideas).
- Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events).
- Plans conferences for department and department head.
- Under general direction, provides varied administrative support to a department or group of professionals.
- May also perform all responsibilities of an Administrative Assistant - Intermediate:- 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).- Maintains various accounting and budgetary records (i.e., completes expense reports).- May make travel arrangements.
- Scheduling patient appointments
- Preparing patient charts for day of appointments
- Obtaining all previous records needed for upcoming appointments
- Obtaining authorizations for patient’s surgeries, medications, etc.
- Managing patient phone calls
- Managing MyUPMC patient messages in EPIC/EpicCare
- Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner
- Interacts with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality
- Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines
- Maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents
- Processes incoming and outgoing mail
- Maintains confidentiality of mail addressed to the Executive
- Records and distributes minutes and other relevant information to appropriate participants in a timely manner
- Answers phones and directs all incoming calls to appropriate party promptly and efficiently
- Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs
Qualifications
- High school diploma or equivalent
- Five years experience in an increasingly responsible 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
- Advanced knowledge of business processes and proceduresWorking knowledge of accounting and financial principles and functions
- Ability to analyze data
- Ability to use discretion and independent judgment
Licensure, Certifications, and Clearances:
UPMC is an Equal Opportunity Employer/Disability/Veteran
Total Rewards
More than just competitive pay and benefits, UPMC’s Total Rewards package cares for you in all areas of life &emdash; because we believe that you’re at your best when receiving the support you need: professional, personal, financial, and more.
Our Values
At UPMC, we’re driven by shared values that guide our work and keep us accountable to one another. Our Values of Quality & Safety, Dignity & Respect, Caring & Listening, Responsibility & Integrity, Excellence & Innovation play a vital role in creating a cohesive, positive experience for our employees, patients, health plan members, and community. Ready to join us? Apply today.
