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Administrative Assistant - Intermediate

  • Job ID: 063310188
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65550 POP15 ORTHO Adult Orthopaedics
  • Location: 3471 Fifth Avenue, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $15.88 to $24.98 / hour


University of Pittsburgh Physicians is currently hiring a Administartive Assistant - Intermediate for an orthopedic practice that deals with hand and upper extremity. 

This position is full-time, daylight hours, 8am-4:30pm.  The location is in the Oakland section of Pittsburgh.

Up for the challenge?  Apply today!

Under general supervision, provides varied administrative support to a department, a group of professionals or multiple departments.



  • Obtain necessary authorizations for tests and surgical procedures as ordered by the physician. All UPMC guidelines must be followed when patient record requests are made, by obtaining a medical release from signed by the patient and log into the copy ser
  • Recognize patient satisfaction as a priority. Interact positively with patients and co-workers in a respectful and courteous manner. Maintain confidentiality according to HIPAA guidelines. Manage the conversation flow by providing appropriate information
  • Print and submit dictation for signatures weekly. Editing as instructed by the physician. Copy, mail and file dictation into the patient chart as well as all other patient correspondence and return to medical records.
  • Maintain physician CME's and ECU's and CV's by updating monthly. Assist with recredentialing by providing necessary documentation. Maintain the physician calendar with scheduled meetings, deadlines and upcoming travel itinerary.
  • Schedule physician depositions, meetings and arrange travel according to UPMC guidelines. Submit all travel reimbursements as required. Submit all physician schedule changes to management for approval to ensure coverage of patient needs.
  • Communicate with patients and family members effectively by providing patient information as needed according to HIPAA guidelines. Obtain a (PRF) Patient Representative Form signed by the patient and documented in Epic when the patient requests the physi
  • Answer calls and return voicemail messages each day. Review messages with physician or PA with detailed and accurate patient information, problems and concerns. Triage calls for urgency. Use a tactful and pleasant manner.
  • Coverage of co-workers during absences is required. Telephone calls and voicemail messages are to be addressed as soon as possible. Schedule surgery add ons and review all messages with physician. Update the person you are covering upon their return. Add
  • Assist in the preparation of grants, manuscripts, book chapters and abstracts. Maintain records of all submitted journals, books and chapters. Work closely with research assistant for accurate tracking system.
  • 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 questionsGreets, 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).



  • 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

Licensure, Certifications, and Clearances:

  • Act 34

  • 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 — 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.

   Current UPMC employees must apply in HR Direct