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   Current UPMC employees must apply in HR Direct

Administrative Assistant - Intermediate


The Administrative Assistant Intermediate will support the Comprehensive Recovery Services (CRS) outpatient program that treats mental health patients in the STEP program, Psych Rehab program, and Medication Clinic.  This position works directly with therapists and Doctors in regards with scheduling clients.

General responsibilities will include overseeing the Medical Assistance Transportation Program (MATP), for bus tickets. Give clients application to fill out, then send to the MAPT office for approval. Will be expected to keep a comprehensive list of clients that are eligible for MATP and those who are not, adding notes the various reasons they are not eligible.  Prints the monthly sign in sheets, order tickets, and gather and arrange the prior months sheets to be sent back to MATP. Orders Cab Passes, calls for cabs as directed. Should be familiar with MS suite (word, excel, PowerPoint, ETC) Epic, MS outlook/ electronic mail/calendars.

This is a M-F daylight position. The dress code is business casual.



  • 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).
  • Coordinate, organize and maintain filing systems related to the Outpatient offices of the CRS.
  • Supervise and train other clerical staff as well as work study students, food service workers, office aides and volunteers.
  • Make room reservations for meeting and groups via shared calendars for Oxford Programs.
  • Provide clerical and administrative support to the Psych Rehab. Program's, Pop N Go, and Ron's Place.
  • Enter, submit and approve data into Kronos (Time Sheets).
  • Take and prepare various meeting minutes.
  • Responsible for preparation of expense reports, disbursements, purchase requisitions, and other documentation as necessary.
  • Provide coverage at assigned support staff locations within the CRS Service Line as assigned.
  • Schedule patient appointments for CRS Outpatients and inform responsible staff of these appointments as necessary.
  • Analyze and independently respond to all inquiries regarding services provided by the CRS Outpatient Services. This includes dissemination of information about CRS Outpatient Services and triaging calls and inquiries.
  • Manage, organize and maintain computer files in word processing, database, and other software as required by the Program Managers and CRS. Analyze problems and develop solutions related to computerized information.
  • Prepare Program Course schedules for Psych Rehab and Social Rehab Program and enter data into appropriate groups in Psych Consult.
  • Fax, copy, order supplies and submit requisitions.
  • Responsible for providing administrative support to the Program Coordinator and Office Manager. Responsible for the coordination of administrative aspects including arranging clinical appointments, meetings, conferences, etc.
  • Independently coordinate special projects as assigned. Establish deadlines, prioritize work and keep supervisor informed of progress.



  • 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 productsWorking knowledge of business processes and procedures
  • Knowledge of basic accounting and financial principles and functionsAbility to analyze data and use basic reasoning skills

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