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UPMC continues to comply with governmental guidance related to local, state, and federal COVID-19 vaccination for employment. All employees and affiliated staff of UPMC entities are considered essential health care workers and will be accountable to follow the Centers for Medicare & Medicaid Services (CMS) federal vaccine mandate. To be compliant with the federal mandate, employees must complete the approved vaccination dosage regimen currently defined by the federal government. Compliance with the federal mandate is encouraged before hire. Medical and religious exemption requests may be submitted for consideration.

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Administration Assistant - Senior

Description

The Admininstrative Assistant - Senior, under general direction, provides varied administrative support of a complex and technical nature to single or multiple department(s) or a division.
 
The ideal candidate will be able to prioritize multiple demands/tasks.  They will posses interpersonal and organizational savvy to understand and navigate this complex organization, whether this includes working with other organizational leaders and/or the individuals who support them, to efficiently and effectively schedule complicated meetings or collaborate around data sharing, etc.
 
In addition, the individual is expected to actively and proactively manage the supervisors’ schedules, not simply to schedule meetings – i.e., anticipate future scheduling conflicts and problem-solve them, think through all related needs including conference room booking, AV equipment needs, travel time (for off-site meetings).
 
The managers/directors that this position supports oversee a wide range of areas including clinical services, emergency management, training, regulatory, safety/risk, patient experience, etc.
 
While the core responsibilities of this Administrative Assistant will be around managing schedules, organizing/compiling data into spreadsheets, reports, formatting PowerPoint slides and other documents, etc., there are considerable degrees of freedom for this individual to tailor this position to their areas of interest.  We also welcome creative and interesting ideas and input!
 
Position is located at Western Psychiatric Hospital Main (hospital); 2nd floor – Rm 265 (shared office).

Responsibilities:
  • Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and ee 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
  • 5 years experience in an increasingly responsible administrative support role.
  • Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software.
  • Ability to use applicable MS Office 365 Suite products, especially Word, Excel, PowerPointt.
  • Ability to self-learn unfamiliar software or applications, e.g., Microsoft Forms, Microsoft Teams.
  • 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.
  • Ability to prioritize multiple demands/tasks.

Licensure, Certifications, and Clearances:
  • Act 34
UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct

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