Admin Assistant - Intermediate (Neuropsychology)

UPMC; Pittsburgh (Allegheny County); On-site; USD 42,000 - 54,000; Full time

Job summary

UPMC is seeking an Administrative Assistant Intermediate to support the Neruopsychology division within the Department of Physical Medicine and Rehabilitation. The role splits time between Children’s Hospital (3 days per week) and Mercy Hospital (2 days per week) with daytime hours and no evenings, weekends, or holidays.

The position involves calendar management for both adult and pediatric neuropsychologists, travel arrangements, supply orders, mail/faxes, and routine communications.

Qualifications

• Experience providing varied administrative support for a department
• Ability to manage calendars for multiple staff including clinicians
• Familiarity with expense reporting and basic budgeting processes

Responsibilities

• Under general direction, provides varied administrative support to a department or group of professionals.
• May make travel arrangements.
• Maintains accounting and budget records (expense reports).
• Collects, analyzes data and writes straightforward reports or summaries.
• Performs routine clerical tasks (copying, filing, typing).
• Maintains files, logs and records of office activities.
• Orders supplies and maintains equipment.
• Answer, screen and route calls; greet and direct visitors.
• Manage supervisor's calendar and meeting logistics.
• Assist with presentations and content editing.

Skills

Calendar management

Travel arrangements

Phone handling

Data analysis

Expense reports

Office supply ordering

Clerical support

Job description

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).