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Administrative Assistant - Intermediate

  • Job ID: 090207245
  • 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

Description

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!
 

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

Responsibilities:

 

  • Assist in the preparation of grants, manuscripts, book chapters, abstracts and posters along with slides. Maintain records of all submitted journals, books, chapters and abstracts for review. Work closely with the research assistant for accurate tracking
  • Answer calls and return voicemail messages each day. Review messages with physician or physician assistant with detailed and accurate patient information, problems and concerns. Triage calls for urgency, displaying a tactful and pleasant manner.
  • Display ability to work independently exhibiting sound and accurate judgement. Anticipate upcoming challenges and seek effective solutions, involve management if needed. Be prepared to support and explain reasons behind her decisions.
  • Coverage of co-workers during absences is required. Telephone calls and voicemail messages are to be addressed as soon as possible. Schedule added surgeries and review messages with physician. Update the person needing coverage with the days events upon
  • Recognize patient satisfaction as a priority. Interact positively with patients and co-workers being respectful, courteous and using confidentiality according to HIPAA guidelines. Manage the conversation flow by providing appropriate information and avoi
  • Schedule physician depositions, meeting and travel arrangements according to UPMC guidelines. Submit all travel reimbursements as required. Submit all physician schedule changes to management for approval and coverage of patient needs
  • 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 form signed by the patient. Log in Healthport. A (PR
  • Print and submit dictation for signatures weekly. Editing as instructed by the physician. Copy, mail and file dictation in patient charts, file all patient correspondence in charts and return to medical records weekly
  • Maintain physician CME's, ECU's and CV by updating monthly. Assist with recredentialing by providing necessary documentation. Maintain the physician calendar with scheduled meeting, deadlines and upcoming travel.
  • Communicate effectively by providing patient and family direction as needed. Establish appropriate contacts with physicians, physician office staff in other areas and departments of the hospital.
  • 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).

 

Qualifications

  • 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