Admin Assistant - Intermediate (Neuropsychology)

UPMC•Pittsburgh, PA

2d•Onsite

About The Position

UPMC Department of Physical Medicine and Rehabilitation is hiring a full-time Administrative Assistant - Intermediate to support its Neuropsychology division. The role splits time between the Children's Hospital (three days per week) and Mercy Hospital (two days per week). Hours are either 7:30 a.m. to 4:00 p.m. or 8:00 a.m. to 4:30 p.m., with no evenings, weekends, or holidays. Under general supervision, this position provides varied administrative support to a department, a group of professionals, or multiple departments. The role supports adult and pediatric Neuropsychologists with calendar management and handles supply ordering, mail and fax distribution, phone calls, scanning and uploading documents to patient charts, IT requests, and management of provider licenses, clearances, and certifications. Other duties include maintaining records, assisting with reports and correspondence, and performing routine clerical and office-support tasks.

Requirements

High school diploma or equivalent.
Three years of experience in an administrative support role.
Ability to perform advanced functions in word processing, electronic mail and calendar, spreadsheet, presentation, and database software.
Ability to use applicable Microsoft 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.
Act 31 Child Abuse Reporting certification, with renewal.
Act 33 clearance, with renewal.
Act 34 clearance, with renewal.
Act 73 FBI Clearance, with renewal.

Responsibilities

Provide varied administrative support to a department or group of professionals.
Manage calendars for adult and pediatric Neuropsychologists.
Order office supplies and maintain office equipment.
Distribute mail and faxes.
Answer, screen, and route incoming calls and messages; respond to routine questions.
Scan and upload documents to patient charts.
Submit IT requests.
Manage provider licenses, clearances, and certifications.
Make travel arrangements, as needed.
Maintain accounting and budgetary records, including completing expense reports.
Collect, compile, and analyze moderately complex data and information; write straightforward descriptions of results.
Research, draft, and abstract reports, including conducting initial research for a supervisor.
Perform routine clerical functions, including copying, sorting, filing, and typing.
Set up and maintain office files, logs, and records of office activities.
Greet, screen, and direct visitors to appropriate staff.
Review administrative procedures and interpret them for employees.
Proactively schedule meetings on a supervisor's behalf and help coordinate meeting venues, catering, and meeting flow.
Assist with presentations through content editing, recommendations, and proofreading.
Compose routine, general, and independent correspondence, including modifying and responding to correspondence on behalf of a department head.