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Administrative Assistant - Associate - Children's Hospital

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UPMC

1mo ago

Applications are closed

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
  • Pittsburgh

Requirements

  • High School diploma or equivalent.
  • Up to one year administrative experience preferred.
  • Working knowledge of word processing, electronic mail/calendar, spreadsheet, presentation, and database software Ability to use applicable MS Suite products
  • Knowledge of business processes and procedure
  • Ability to use basic reasoning skills

Responsibilities

  • Under direct supervision, provides general administrative support to a department or group of professionals.
  • Orders office supplies and maintains office equipment.
  • Helps supervisor and department prepare presentations (i.e., edits, prints, basic formatting functions).
  • Sorts, distributes, prioritizes and composes routine correspondence following established procedures not requiring management review. (i.e., reads correspondence/ highlights important items and sends to supervisor, sends emails sent on behalf of dept head, writes and sends meeting reminders, forwards emails to appropriate distribution list on behalf of department head).
  • Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains varied office files, logs, and records office activities.
  • Assists in researching, drafting, and/or abstracting routine reports. Compiles and analyzes basic information.
  • Answers, screens, and routes incoming calls and messages. Responds to routine questions.
  • Maintains supervisor’s calendar (i.e., schedules meetings and recurring events, schedules large conference rooms, orders food, ensures applicable equipment is available and ready for meeting, may take meeting minutes).
  • Greets, screens, and directs visitors to appropriate staff member.

FAQs

What are the primary responsibilities of an Administrative Assistant at the Children's Hospital?

The primary responsibilities include providing general administrative support, ordering office supplies, helping with the preparation of presentations, sorting and distributing correspondence, performing routine clerical functions, assisting in research and report drafting, managing the supervisor’s calendar, and greeting and directing visitors.

What qualifications are required for the Administrative Assistant position?

A high school diploma or equivalent is required. Up to one year of administrative experience is preferred, along with a working knowledge of software such as word processing, electronic mail/calendar, spreadsheets, presentations, and databases. The candidate should also have the ability to use applicable MS Suite products and possess knowledge of business processes and procedures.

Is prior experience necessary for this Administrative Assistant role?

While up to one year of administrative experience is preferred, it is not strictly necessary. Candidates who show a willingness to learn and possess relevant skills may still be considered.

What kind of skills are necessary for the Administrative Assistant position?

Candidates should possess working knowledge of MS Suite products, good reasoning skills, and the ability to handle basic office functions like copying, sorting, filing, and typing. Effective communication skills for responding to routine inquiries and an understanding of business processes are also important.

What specific clearances are required for this job?

The position requires several clearances including Act 31 Child Abuse Reporting, Act 33, Act 34, and Act 73 FBI Clearance, all of which need to be kept current through renewal.

How does the Administrative Assistant manage the supervisor's calendar?

The Administrative Assistant is responsible for scheduling meetings and recurring events, ordering food, ensuring that applicable equipment is ready for meetings, and may also take meeting minutes.

What is the scope of correspondence the Administrative Assistant will handle?

The Administrative Assistant sorts, distributes, prioritizes, and composes routine correspondence that follows established procedures, including writing meeting reminders and forwarding emails to the appropriate distribution list on behalf of the department head.

Will the Administrative Assistant be involved in presentations?

Yes, the Administrative Assistant will help the supervisor and department prepare presentations by performing tasks such as editing, printing, and basic formatting functions.

What kind of environment can the Administrative Assistant expect to work in?

The Administrative Assistant will work in a hospital setting, specifically in a department of a children's hospital, which typically involves interacting with healthcare professionals, patients, and visitors.

How important is the ability to manage office supplies and equipment for this position?

It is quite important, as one of the key responsibilities includes ordering office supplies and maintaining office equipment to ensure smooth operations within the department.

UPMC

Life Changing Medicine.

Science & Healthcare
Industry
10,001+
Employees

Mission & Purpose

A $23 billion health care provider and insurer, Pittsburgh-based UPMC is inventing new models of patient-centered, cost-effective, accountable care. The largest nongovernmental employer in Pennsylvania, UPMC integrates 92,000 employees, 40 hospitals, 700 doctors’ offices and outpatient sites, and a 4 million-member Insurance Services Division, the largest medical insurer in western Pennsylvania. In the most recent fiscal year, UPMC contributed $1.4 billion in benefits to its communities, including more care to the region’s most vulnerable citizens than any other health care institution, and paid more than $800 million in federal, state, and local taxes. Working in close collaboration with the University of Pittsburgh Schools of the Health Sciences, UPMC shares its clinical, managerial, and technological skills worldwide through its innovation and commercialization arm, UPMC Enterprises, and through UPMC International. U.S. News & World Report consistently ranks UPMC Presbyterian Shadyside among the nation’s best hospitals in many specialties and ranks UPMC Children’s Hospital of Pittsburgh on its Honor Roll of America’s Best Children’s Hospitals.