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Administrative Assistant - Senior

  • Job ID: 044527013
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 64555 POP25 HVI Echocardiography
  • Location: 200 Lothrop St, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $17.39 to $27.61 / hour

Description

University of Pittsburgh Physicians is seeking a full-time Administrative Assistant - Senior to support the UPMC Heart and Vascular Institute at UPMC Presbyterian!

Under general direction, the Senior Administrative Assistant provides varied administrative support of a complex and technical nature to single or multiple departments or a division. This position will directly support HVI physicians within the department.

Responsibilities for this position include, but are not limited to, scheduling meetings, making travel arrangements, organizing expenses and reimbursements, managing on-call and vacation schedules, managing additional calendars, updating CVs, and additional clerical work (scanning, faxing, etc.).

The ideal candidate for this position will have exceptional communication, organization, and computer skills. Proficient Microsoft Office products knowledge is preferred, as is a working knowledge of Teams, strong calendar management experience, and experience scheduling meetings.


Responsibilities:

  • Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and employee 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.
  • Develops reports for executive or department.
  • Analyzes complex information requests and determines complex trends.
  • Reviews administrative procedures and operating practices and makes recommendations to increase efficiency.

 

Qualifications

  • High School diploma or equivalent.
  • Five years of 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.
  • Experience using Teams preferred.
  • Advanced knowledge of business processes and procedures.
  • Working knowledge of accounting and financial principles and functions.
  • Ability to analyze data.
  • Ability to use discretion and independent judgment.
  • Proficient calendar management skills preferred.


Licensure, Certifications, and Clearances:

  • Act 34

 

UPMC has a Center for Engagement and Inclusion that is charged with executing leading-edge and next-generation diversity strategies to advance the organization’s diversity management capability and its national presence as a diversity leader. This includes having Employee Resource Groups, such as PRIDE Health or UPMC ENABLED (Empowering Abilities and Leveraging Differences) Network, which support the implementation of our diversity strategy. 

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct