UPMC Hillman Cancer Center is seeking a highly organized and detail-oriented Administrative Assistant Intermediate to join our Clinical Research Services team at the UPMC Cancer Pavilion in Shadyside. In this key role, you'll provide administrative support to senior leadership, including the Vice President, Directors, and Associate Directors, while helping coordinate the daily operations of a dynamic research department.
This is an excellent opportunity for an experienced administrative professional who thrives in a fast-paced environment, enjoys managing complex calendars and schedules, and takes pride in keeping teams organized and connected. The ideal candidate will bring strong administrative experience, exceptional customer service and communication skills, and proficiency with Microsoft Office applications. Located onsite at the UPMC Cancer Pavilion, Suite 301, this Monday through Friday daylight position offers a schedule of 7:30 a.m. to 4:00 p.m. or 8:00 a.m. to 4:30 p.m.
In this role, you'll support executive calendars, coordinate department meetings, assist with employee onboarding and operational processes, serve as a liaison to key internal departments, and help ensure the seamless day-to-day functioning of one of the region's leading clinical research organizations. If you're a proactive problem-solver who enjoys supporting leaders and contributing to meaningful work, we'd love to hear from you.
Responsibilities:
- Under general direction, provides varied administrative support to a department or group of professionals.
- Coordinate employee onboarding, transfers, and offboarding activities, including system access, equipment, badges, telecommunications, distribution lists, and related personnel support activities.
- Manage departmental access and credentialing requests for employees, physicians, and external partners across organizational and research systems.
- Maintain departmental records, databases, contact directories, inventories, and operational tracking tools to support business and regulatory needs.
- Serve as a liaison between department leadership and internal service areas, including Information Technology, Human Resources, Facilities, Security, Fiscal, and external vendors.
- Support departmental financial and administrative operations, including invoice processing, expense documentation, purchasing activities, and coordination with fiscal teams.
- 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 questions.
- Greets, screens, and directs visitors to appropriate staff member.
- Reviews administrative procedures and interprets them for employees.
- Maintains supervisor's and leadership team calendars (i.e., proactively schedules meetings on leadership'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 functionsAbility to analyze data and use basic reasoning skills
Licensure, Certifications, and Clearances:
UPMC is an Equal Opportunity Employer/Disability/Veteran