Administrative Asst - LHAS

Join our team as an Administrative Assistant for the Hospital Gift Shop, where you'll play a vital role in supporting daily operations that enhance the patient, visitor, and employee experience. This position provides administrative and customer service support while helping ensure the gift shop operates efficiently and effectively.

Key Responsibilities:

• Provide administrative support, including scheduling, data entry, reporting, and record maintenance.

• Assist with inventory tracking, ordering, and vendor communications.

• Support cash handling procedures and maintain accurate financial records.

• Coordinate volunteer schedules and assist with onboarding and training activities.

• Deliver exceptional customer service to patients, families, visitors, and staff.

• Assist with merchandising, promotional events, and special sales initiatives.

• Maintain organized files and ensure compliance with hospital policies and procedures.

What We're Looking For:

• Strong organizational and multitasking skills.

• Excellent communication and customer service abilities.

• Proficiency with Microsoft Office and other administrative systems.

• Attention to detail and ability to work independently.

• Previous administrative, retail, healthcare, or customer service experience preferred.

Why Join Us? Make a meaningful impact in a healthcare setting while supporting a welcoming retail environment that serves patients, visitors, and employees. Join a team dedicated to service excellence, compassion, and community.

Apply today and help create a positive experience for everyone who walks through our doors.

Purpose:

In 1898, Ladies Hospital Aid Society (LHAS began its long history of community service when 17 women met to address the pressing needs of the sick and the poor who were living in their neighborhoods. Referring to themselves as the Hebrew Ladies Hospital Aid Society, this group continued to prosper and among its many philanthropic accomplishments, the opening of the original Montefiore Hospital in 1908, and the construction of the current site in 1929. In 1990, Montefiore Hospital was sold and became part of the UPMC system. LHAS continues to serve the Pittsburgh community. lhas.net In this job, you will be cross trained on the duties of clerical and administrative support in order to optimize workflow procedures in the LHAS office and LHAS gift shops. You will assist the President and Board Members by supporting them with planning and distributing information. You will be the point of reference for all queries, requests or issues and be an integral part of Ladies Hospital Aid Society.

Responsibilities:

• Personal Qualifications: Strong work ethic, excellent written skills, and familiarity with the Jewish community and organizations are a plus.
• Achieves and maintains a level of productivity which meets or exceeds the standards established by LHAS
• Acts as point person for LHAS. Greets clients, visitors and members providing information to their comments or questions.
• Answers, screens, and routes incoming calls and messages. Responds to routine questions.
• Plays general administrative support role for organization to ensure efficient internal operations, including technical assistant, facilities board meetings, special sales and events, annual fundraising events and other tasks as requested.
• Schedules appointments, maintains conference room schedule including arranging for appropriate audio equipment if needed, receive, open and sort incoming mail, dating all items and distributes to appropriate person, send out mail, faxes, messenger/courier items.
• Maintains supervisors calendar and LHAS calendar of recurring events/meetings. Schedules conference rooms, orders food, ensure applicable equipment is available and ready for meeting, may take meeting minutes.
• Sorts, distributes, prioritizes and composes routine correspondence following established procedures not requiring management review: reads correspondence/highlights important items and sends to appropriate person, sends emails sent on behalf of LHAS member/president, writes and sends meeting reminders, forwards emails to appropriate distribution list.
• Performs typing and other clerical duties including but not limited to, file folder labels for office filings, meeting notices, catering requests, photocopying, filing, coordinate office mailings, and call for routine maintenance issues. Sets up and maintains varied office files, logs, and records office activities.
• File and update Constant Contact and Excel contact information of LHAS members, vendors, and contributors.
• Maintain and develop appropriate filing systems.
• Prepares deposits. Deliver money to banks, and records deposits for bookkeeper.
• Under direct supervision, provides general administrative support to the President
• Other responsibilities may include, but not limited to, assist in LHAS Gift Shop, covering lunches/breaks, selling product, receiving, and pricing product when necessary.

High School Diploma plus college Three Years of experience preferably in a non-profit administrative support role. Some retail experience preferable. Excellent writing, analytical and verbal skills with the ability to communicate in a clear and concise manner a range of information. Excellent organizational skills, attention to detail and ability to handle concurrent tasks and to complete them correctly and in a timely matter while under pressure in a fast paced, team-orientated environment. Good time management skills required. Must be able to prioritize a heavy workload. Must have strong interpersonal skills including the ability to interact pleasantly and professionally with LHAS Board, UPMC staff, guest, and patients with an assortment of personalities. Fundamental understanding of personal computers and familiarity with Windows operating System. Proficiency in Microsoft Word and Excel and Quickbooks. Ability to use basic reasoning skills. Ability to use discretion and independent judgment. Must be willing to work occasional evening event and weekends.

Licensure, Certifications, and Clearances:

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran