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Admin Assistant - Intermediate

  • Job ID: 824410007
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: Monday - Friday daylight shifts
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: ED Administration
  • Location: 3600 Forbes Ave, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $16.36 to $25.72 / hour

Description

Purpose:
UPMC Department of Emergency Medicine - Education Office is hiring an Administrative Assistant for the Oakland location working Monday - Friday daylight shifts. 

Under general supervision, the Administrative Assistant – Intermediate provides varied administrative support to a department, a group of professionals, or multiple departments. This position will directly support the Education Office, interacting with Medical Students, Residents, Fellows and Faculty!

Duties for this position include, but are not limited to, maintaining schedules for the Residents and Fellows, organizing recruitment and interview activities, proctoring exams, scheduling & attending meetings, organizing and distributing reading materials, providing general faculty support, and tracking educational requirements & trainings.

Why UPMC Department of Emergency Medicine?

  • The EM Education Office staff work together as a team to assist and contribute to the education programs we support.  
  • What makes our department unique, specifically the Education Team, is that we come together to support our Trainees and Faculty in a family-like atmosphere.   
  • Be a part of Life Changing Medicine from the beginning of our Trainees and Facility!

Responsibilities:

  • Under general direction, you provide 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. Research, drafts, and/or abstract 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 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
  • Prior knowledge or experience of Medical Education 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
  • 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 has a Center for Engagement and Inclusion that is charged with executing leading-edge and next-generation diversity strategies to advance the organization’s diversity management capability and its national presence as a diversity leader. This includes having Employee Resource Groups, such as PRIDE Health or UPMC ENABLED (Empowering Abilities and Leveraging Differences) Network, which support the implementation of our diversity strategy.

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct