Administrative Assistant, Senior

UPMC • Pittsburgh, PA

17d • Onsite

About The Position

Join the UPMC Hillman Cancer Center team as an Administrative Assistant, Senior!
Location: UPMC Hillman Cancer Center, Shadyside – Research Pavilion (Onsite)
Department: Hematology/Oncology & NSABP Foundation
Join UPMC Hillman Cancer Center and provide high‑level, executive support to our Division Chief of our UPP Malignant Hematology/Medical Oncology division as well as his role as the Chair and Chief Scientific Officer of the NSABP Foundation. This role also supports one additional academic physician within Malignant Hematology/ Medical Oncology.
What you’ll do:
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.
What you’ll bring:
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.

Requirements

• 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.

Nice To Haves

• 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.

Responsibilities

• 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).
• Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events).
• Plans conferences for department and department head.
• Under general direction, provides varied administrative support to a department or group of professionals.
• May also perform all responsibilities of an Administrative Assistant - Intermediate:- 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees