Administrative Coordinator

UPMC; Pittsburgh (Allegheny County); Hybrid; USD 52,000 - 65,000; Full time

Job summary

UPMC Hospital Medicine seeks an experienced Administrative Coordinator to support physicians and APPs across UPMC Presbyterian/Magee, UPMC Shadyside, and UPMC Mercy. The role emphasizes collaboration, organization, and relationship-building within a team-focused setting.

The position follows a Monday–Friday 8:00am–4:30pm schedule with hybrid flexibility (2 days from home, 2 days at Presbyterian, 1 day at Shadyside) after training and business needs are met.

Qualifications

• 5 years experience in an increasingly responsible administrative support role required.
• Advanced skills in word processing, email/calendar, spreadsheets, presentations and databases.
• Advanced knowledge of business processes and procedures.
• Working knowledge of accounting and financial principles and functions.
• Ability to analyze data and use discretion and independent judgment.

Responsibilities

• Plans conferences for department and department head.
• Coordinates workflow of employees and provides complex administrative support to one or multiple departments.
• Performs responsibilities of an Administrative Assistant Sr.
• Assists in developing presentations and department communications.
• Reviews procedures to improve efficiency.
• Supports recruiting, hiring, training, and evaluation of staff.
• Analyzes complex information requests and identifies trends.
• Develops reports for executives or departments.
• Drafts correspondence and meeting minutes for department heads.

Skills

Administrative support

Communication with physicians/APPs

Organizational skills

Relationship building

Education

High school diploma or Associate degree

Tools

MS Office Suite

Job description

Hospital Medicine within the UPMC Department of Medicine seeks an experienced Administrative Coordinator to support a growing team of physicians and APPs.

This is a unique opportunity to support the Hospital Medicine programs at UPMC Presbyterian/Magee, UPMC Shadyside, and UPMC Mercy in a collaborative, supportive work environment. The Administrative Coordinator will complete daily administrative tasks and help keep program operations running smoothly. This role includes regular communication with physicians and APPs across all three programs, making it a great fit for someone who enjoys building meaningful relationships, staying organized, and supporting a team. You'll work alongside colleagues who value collaboration and the contributions each person brings to the team.

This position will work Monday-Friday from 8:00am-4:30pm and will provide flexibility to work in a hybrid environement, typically working 2 days from home, 2 from UPMC Presbyterian, and 1 from UPMC Shadyside. The hybrid schedule will begin once training is successsfully completed and pending business needs.

Responsibilities:

• Plans conferences for department and department head

• Under general direction coordinates the workflow of employee(s) and provides administrative support of a complex and technical nature to single or multiple department or division (i.e., organizes, plans, and prioritizes work of others, develops and builds teams to accomplish project assignments)

• Performs all responsibilities of an Administrative Assistant Sr

• 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)

• Reviews administrative procedures and operating practices and makes recommendations to increase efficiency.

• Assists in recruiting, hiring, training, and evaluating the performance of employees

• Analyzes complex information requests and determines complex trends

• Develops reports for executive or department

• Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events)

• High school diploma or equivalent or associates degree.

• 5 years experience in an increasingly responsible administrative support role required.

• 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 judgmentLicensure, Certifications, and Clearances:

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran