Laboratory Admin Assistant Intermediate

UPMC; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

UPMC is hiring a Laboratory Administrative Assistant Intermediate to support daily laboratory operations, handling administrative tasks and coordinating workflow across teams.

The role emphasizes accuracy, confidentiality, and exceptional customer service as you manage scheduling, records, and communications in a fast-paced healthcare environment.

Qualifications

• Highly organized, detail-oriented, and able to manage multiple priorities while delivering excellent customer service.

Responsibilities

• Maintains supervisor's calendar, schedules meetings, coordinates venues and catering, ensures meetings run smoothly.
• Collects, compiles, analyzes data; drafts reports and assists with presentations.
• Maintains accounting and budget records; may arrange travel and perform routine clerical tasks.
• Receives, triages, and accession patient materials into LIS, adhering to deadlines.
• Checks patient records for accuracy and completeness; updates as needed.
• Transcribes diagnoses and clinical information into LIS and edits reports.
• Participates in training of new staff.
• May assist with specimen processing.

Job description

Join our team as a Laboratory Administrative Assistant Intermediate and play a vital role in supporting the daily operations of a fast-paced laboratory environment. In this position, you will provide administrative support to laboratory staff, coordinate workflow processes, maintain accurate records, manage scheduling and communications, and help ensure regulatory and operational compliance. The ideal candidate is highly organized, detail-oriented, and skilled at managing multiple priorities while delivering excellent customer service.

This role offers the opportunity to work collaboratively with laboratory professionals, contribute to efficient patient care and testing operations, and grow within a dynamic healthcare environment. Candidates should possess strong communication skills, proficiency with computer systems and data entry, and the ability to maintain confidentiality while handling sensitive information.

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. 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). Composes routine, general, and independent correspondence (i.e., sends more than standard emails, begins to modify content of email on behalf of department head, reads and answers correspondence).


• Collects, compiles, and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Research, drafts, and/or abstracts reports (i.e., conduct initial research to gather information for Supervisor regarding topic of interest). Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing). Reviews administrative procedures and interprets them for employees.


• Maintains various accounting and budgetary records (i.e., completes expense reports). May make travel arrangements. 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 questions. Greets, screens, and directs visitors to appropriate staff member.


• May assist with processing of specimens and/or packaging specimens according to testing specifications. May assist in the collection of specimens according to established procedures.


• Receive, triage, and accession patient materials (specimens, slides, paraffin blocks) into laboratory information system (LIS), adhering to turn around-time deadlines to ensure timely patient results.


• Checks patient records for accuracy and completeness, taking corrective steps as necessary.


• Review patient records to determine appropriate consultative pathologist and/or laboratory.


• Determine patient insurance status and source of consultation to ensure appropriate billing.


• Transcribe diagnosis and other clinical information into LIS. Make corrections and edits to reports as per pathologist instruction.


• Participate in training of new staff members.