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   Current UPMC employees must apply in HR Direct

Admin Assistant - Intermediate

Description

UPMC Magee-Womens Hospital is seeking a Full-time Administrative Assistant - Intermediate to support the Plant Maintenance department!

This position will work Monday through Friday, 7:30 a.m. to 4:00 p.m. Hours are subject to change based on business needs.

The Admin Assistant - Intermediate assists Maintenance Leadership in the performance of departmental duties, manages the work order system, supports payroll functions, and purchasing activities. Under general supervision, the Intermediate Administrative Assistant provides varied administrative support to a department, a group of professionals, or multiple departments. Duties for this position include, but are not limited to, entering requisitions into the department's system(s), scanning, working with various reports, organizing pathology information, and other general clerical support tasks.

The ideal candidate for this position will have familiarity with medical terminology, as well as strong attention to detail. Previous experience with billing is a plus!

 Responsibilities:

  • Answer incoming departmental calls in a timely and efficient manner addressing their needs providing a high level of customer service.
  • Manage tasks in the Maintenance Work Order System for the department.  Ensure orders are dispatched and completed.
  • Coordinate the preventative maintenance schedule with technicians, generate and distribute the schedule(s), amend and track changes as may be required.
  • Assist with daily review of Kronos timekeeping to ensure proper coding of time for staff in preparation for finalization of the pay period end.
  • Accurately enter orders for departmental purchases into E-Pro System and maintain excel spreadsheet for tracking purchases.
  • Preform administrative duties related to the activities of the Maintenance Department including filing, scanning, copying, typing, data management and productivity measurement tasks.
  • 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 members.
  • 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 the 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.
  • Medical terminology knowledge preferred.
  • Billing experience is a plus.

 Licensure, Certifications, and Clearances:

  • Act 34

UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities.

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   Current UPMC employees must apply in HR Direct