University of Pittsburgh Physicians is hiring a full-time Administrative Assistant - Senior to join their Women's Health team at UPMC Magee Womens Hospital! This position will be primarily responsible for providing administrative support to the Division of Urogynecology and the Midwives at Magee, as well as several physician leaders within the Department of Women's Health. Key responsibilities include Outlook calendar management, meeting coordination, faculty recruitment and onboarding support, expense submission processing, and a variety of other administrative functions that support departmental operations.
This position will work Monday through Friday, 7:30am to 4:00pm, with no evenings, weekends, or holidays required. Previous administrative support experience, especially in an academic healthcare setting is preferred. Only applicants with a background as an Administrative Assistant, Secretary, Executive Assistant, or similar administrative support roles will be considered.
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.
- CME CREDITS -Enter attendance to Monday Gyne Conference into spreadsheet and transfer into University System to track credit for MDs. -Send Disclosures and attendance to Center for Continuing Education each quarter.
- ORAL GYNE EXAM SCHEDULE -Create, maintain and coordinate exam schedule -Enter into MD's calendars -Send evaluations to MDs to fill out.
- ILS (Integrated Life Sciences Selective -Organize ILS Course in Spring and Fall -Reserve Conference Rooms for lectures -Coordinate MD's schedules for lectures -Create calendar of lectures and clinical -Send calendar to Medical Students and Lecturer
- WEEKLY DIVISION MEETINGS -Coordinate conference rooms for conference if needed. -Coordinate agenda with approval from Dr. Wiesenfeld and send out to Division. -Transcribe minutes and forward to Dr. Wiesenfeld to approve before sending out to Division.
- AMP SCHEDULE -Coordinate and organize MDs schedules for AMP call -Create schedule and send to MDs for approval -Enter AMP schedule into MedTrak
- LARC (Long Acting Reversible Contraception -Receive data forms from MD's and enter information into spreadsheet -Send spreadsheet to Ryan Residency Training Program by 5th of each month.
- MONDAY GYNE CONFERENCE: -Create, coordinate and update spreadsheet with Resident/Fellow presentations with Heather Hohmann. -Create disclosures and have Residents/Fellows sign. -Send out reminder to Residents/Fellows to send presentation titles to be
- FELLOWSHIPS -Responsible for Family Planning and Infectious Diseases Fellowship Program
- FAMILY PLANNING ON-CALL SCHEDULE -Coordinate and organize MDs schedules for Family Planning Call -Update spreadsheet, enter into MDs calendars and enter into MedTrak -Update and make changes as necessary
- 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 Suite products. 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.
Licensure, Certifications, and Clearances:
UPMC is an Equal Opportunity Employer/Disability/Veteran