UPMC Department of Physical Medicine and Rehabilitation is hiring a full-time Administrative Assistant Intermediate to support their Neruopsychology division. This is a position that will split time between the Children's Hospital (3 days per week and Mercy Hospital location (2 days per week.
Hours will be 7:30am to 4pm, or 8am to 4:30pm. No evenings, weekends, or holidays. This role will support the administrative needs of the department, calendar management for adult and Pediatric Neuropsychologists, supply ordering, distribute mail/faxes, answer phones, scan/upload documents to patient charts, submit IT requests, manage provider license, clearances, certifications, and more.
Purpose:
Under general supervision, provides varied administrative support to a department, a group of professionals or multiple departments.
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.
- 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:
- Act 31 Child Abuse Reporting with renewal
- Act 33 with renewal
- Act 34 with renewal
- Act 73 FBI Clearance with renewal
UPMC is an Equal Opportunity Employer/Disability/Veteran