Administrative Assistant, Senior

UPMC•Pittsburgh, PA

6d•Onsite

About The Position

Join the UPMC Hillman Cancer Center team as an Administrative Assistant, Senior! This role provides high-level, executive support to the Division Chief of the UPP Malignant Hematology/Medical Oncology division, his role as the Chair and Chief Scientific Officer of the NSABP Foundation, and one additional academic physician within Malignant Hematology/ Medical Oncology. The position is located at UPMC Hillman Cancer Center, Shadyside – Research Pavilion.

Requirements

Proven executive-level administrative experience (healthcare/academic medicine a plus).
Expert Outlook/Teams and Microsoft 365 skills; excellent writing and polish.
Acute attention to detail, urgency, and judgment with confidential information.
A calm, solution-oriented approach in a fast-paced, high-visibility environment.
High school diploma or equivalent.
5 years experience in an increasingly responsible 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.
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 judgment.
Act 34

Nice To Haves

healthcare/academic medicine experience

Responsibilities

Master complex calendar management; anticipate conflicts and propose solutions.
Coordinate end-to-end travel and conference logistics; build detailed itineraries.
Draft correspondence; prep briefings, agendas, and meeting materials; track follow-ups.
Serve as a discreet, reliable point of contact for senior leaders and external partners.
Process expenses, manage documents/approvals, and assist with special projects.
Provides input to presentations and other department/supervisor work.
Develops and sends correspondence on behalf of department and department head.
Plans conferences for department and department head.
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).
Maintains various accounting and budgetary records (i.e., completes expense reports).
May make travel arrangements.
Develops reports for executive or department.
Analyzes complex information requests and determines complex trends.
Reviews administrative procedures and operating practices and makes recommendations to increase efficiency.