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Admin Assistant - Intermediate | Western Psychiatric Hospital - General Adult


Western Psychiatric Hospital is seeking a full-time Administrative Assistant – Intermediate to support the General Adult/ICU Department!

Under general supervision, the Administrative Assistant – Intermediate provides varied administrative support to this department.  This position will support a very busy department while assisting the Unit Director and Project Analyst in various projects and tasks.  

Additional duties include, but are not limited to, independently processing in Kronos (payroll) and ShiftSelect (scheduling), managing employee files, providing onboarding to all direct care staff new hires, scheduling direct care staff for mandatory in services, interacting with all members of the treatment team and assisting administratively in many other ways. 

The ideal candidate for this position must be able to work independently, have previous work experience in an office and/or healthcare setting, display professionalism, be able to handle flexible assignments and be a team player.  The ability to pay attention to detail, strong organizational skills, adaptability, being able to jump into any needed task and personal accountability is crucial for this role. Experience with Kronos or ShiftSelect is a plus.  This position provides an opportunity for career ladder advancement. 


  • 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 questions Greets, 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).
  • Monitors the use of office supplies and places order.
  • Confirms and verifies patient appointments prior to the scheduled date and time.
  • Answers incoming telephone calls and assists the caller.
  • Performs in accordance with systemwide competencies/behaviors.
  • Maintains department filing system.
  • Prepares, reviews and compiles daily schedules for escorts/van drivers.
  • Processes requisition forms and requests for cab slips, parking permits, equipment, etc.
  • Uses and understands the personal computer.
  • Performs other duties as assigned.
  • Independently schedules tests and appointments for inpatients.
  • Provides coverage for Administrative Coordinator in her absence and during lunch breaks, meetings and from 4:00-5:30pm on a daily basis.


  • 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:

  • Cardiopulmonary Resuscitation (CPR)
  • Comprehensive Crisis Management (CCMC)
  • Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct