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Administrative Assistant - Senior

Description

UPMC Magee-Womens Hospital is seeking a Full-time Administrative Assistant - Senior to support the Faculty Admin Support department!

This position will work Monday through Friday, flexible daylight hours, normally from 8:00 a.m. to 4:30 p.m. Hours are subject to change based on business needs.


This position will support several Research Principal Investigators with various tasks that may include EndNote journaling, CV maintenance, and reimbursement preparation and submission.  Knowledge of billing will be helpful and the ability to be proactive and flexible is a plus! MWRI is known globally as the home of many brilliant researchers who focus mainly on women’s health.  Our work is often at the forefront of scientific research and our Principal Investigators are highly regarded in the scientific community. (I made this a general statement since this position will support several different labs/PIs)

Under general direction, the Senior Administrative Assistant provides varied administrative support of a complex and technical nature to single or multiple departments (s) or a division. This position will directly support three Directors within Research Operations.

Duties for this position include, but are not limited to, managing calendars, scheduling meetings, working within, and organizing department spreadsheets, assisting with PowerPoint presentations, making travel arrangements, handling some expenses, and other general support tasks.

The ideal candidate for this position will have proficient computer and Microsoft Office skills, as well as exceptional customer service and interpersonal skills. Previous calendar management experience is preferred, as is a high level of professionalism and strong attention to detail.

 Responsibilities:

  • Provides input to presentations and other departments/supervisor work (i.e., supervisor provides general thought and Senior Admin will draft more material based on initial ideas).
  • Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft, and send meeting events).
  • Plans conferences for department and department head.
  • Under general direction, provides varied administrative support to a department or group of professionals.
  • May also perform all responsibilities of an Administrative Assistant - Intermediate:
    • 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).
    • Maintains various accounting and budgetary records (i.e., completes expense reports).
    • May make travel arrangements.
  • Develops reports for executive or department. 
  • Analyzes complex information requests and determines complex trends.
  • Reviews administrative procedures and operating practices and makes recommendations to increase efficiency.
     

 

Qualifications

  • High school diploma or equivalent.
  • Five years’ experience in an increasingly responsible administrative support role.
  • Experience in a scientific research environment is preferred.
  • Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation, and database software. 
  • Ability to use applicable MS Suite products.
  • Advanced knowledge of business processes and procedures.
  • Working knowledge of accounting and financial principles and functions.
  • Ability to analyze data.
  • Ability to use discretion and independent judgment.
  • Previous calendar management experience is preferred.

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