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   Current UPMC employees must apply in HR Direct

Administrative Assistant - Intermediate

Description

The Administrative Assistant Intermediate will support the Center for Interventional Psychiatry. This center provides treatment options for psychiatric disorders that require specialized care, particularly conditions that are non-responsive to usual treatment. We are a small team working within Western Psychiatric to provide TMS, esketamine, and ECT to a large volume of patients. We are looking to continue to expand our services and serve more of the population. 

The hire for this position will act as the point of contact. Duties will include answering phones, coordinate patient care, schedule appointments, bill and maintain billing records as well as coordinate meetings and taking notes. In addition, responsibilities will include ordering office supplies and assist in time-keeping through Kronos, as well as any other designated activities from the Unit Director.

Must have at least three years of experience in an office setting or position to qualify. Experience with electronic health records and systems is strongly preferred. This is a Monday through Friday daylight position with holidays off. The dress code is business casual. Parking lease options are available through our parking office.


Responsibilities:

 

  • 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).
  • Handles sensitive and confidential material related to staff in a professional and discreet manner.
  • Coordinates the scheduling for the outpatients history and physical and makes appointments fro the required medical tests.
  • Care Delivery: Provides administrative and secretarial support to the Electroconvulsive Therapy Department.
  • Collaborative Practice: Coordinates the quarterly Visiting ECT Fellowship Program for Psychiatrists and Nurses.
  • Professional Growth: Peer forms in accordance with system-wide competencies/behaviors.
  • Assists with the obtainment and maintenance of the insurance authorizations for the ECT outpatients.
  • Maintains a complete filing system on the ECT Fellowship Program. Processes the collected revenue and maintains an expense report.
  • Leadership: Prepares and distributes monthly reports.
  • Facilitates the hiring process for the work study student and provides their supervision.
  • Orders office supplies and medical supplies for the department within budgetary constraints.
  • Create and maintain a database of ECT patients and treatments.
  • Coordinate travel plans for the ECT department as needed.
  • Performs other duties as assigned.
  • Coordinates the assignment of all inpatient and outpatient consults to an ECT attending on a rotating schedule.

 

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:
CCM training is required within 30 days of hire and annually thereafter
 

  • Cardiopulmonary Resuscitation (CPR)
  • Comprehensive Crisis Management (CCMC)
  • Act 31 Child Abuse Reporting
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct