Admin Assistant - Intermediate (Neuropsychology)

Life in Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 42,000 - 52,000; Full time

Job summary

The UPMC Department of Physical Medicine and Rehabilitation is hiring a full-time Administrative Assistant Intermediate to support their Neuropsychology division. This position splits time between Children's Hospital (3 days per week) and Mercy Hospital (2 days per week).

Hours are 7:30am to 4pm, or 8am to 4:30pm, with no evenings, weekends, or holidays. Responsibilities include calendar management, supply orders, answering phones, and preparing reports and presentations.

Qualifications

• High school diploma or equivalent.
• Three years experience in an administrative support role.
• Ability to perform advanced functions in MS Word, Excel, Outlook, and PowerPoint.
• Knowledge of basic accounting and financial principles.
• Ability to analyze data and draw conclusions.

Responsibilities

• Provide varied administrative support to a department.
• Manage calendar and scheduling for staff.
• Order supplies and track office equipment.
• Answer phones, screen calls and direct visitors.
• Prepare expense reports and maintain records.
• Assist with presentations and basic content proofreading.

Skills

Administrative support

Data analysis

Education

High school diploma or equivalent

Tools

Word processing

Email/Calendar

Spreadsheet

Presentation software

Database software

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).

Qualifications

• 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