Admin Assistant - Intermediate (Ophthalmology- Children's Hospital

We are seeking a motivated Admin Assistant - Intermediate to support the Division of Pediatric Ophthalmology, Strabismus, and Adult Motility at 4401 Penn Avenue, Pittsburgh, PA 15224. This full‑time role works Monday through Friday, 8:00 a.m. to 4:30 p.m.

The Division of Pediatric Ophthalmology, Strabismus, and Adult Motility at UPMC Childrens Hospital of Pittsburgh is comprised of 4 clinic locations and one administrative space, all working as a team to provide the highest level of care to patients and families through clinical expertise, research initiatives, and strong administrative support. This unique role is a great opportunity for individuals seeking clinical experience and exposure prior to medical, nursing, or scientific programs.

Responsibilities:

Under general direction, provides varied administrative support to a department or group of professionals.

• May make travel arrangements.
• Maintains various accounting and budgetary records (i.e., completes expense reports).
• Collects, compiles, and analyzes moderately complex data and information.
• Composes straightforward written descriptions of results.
• Researches, drafts, and/or abstracts reports (i.e., conduct initial research to gather information for Supervisor regarding topic of interest).

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.
• Reviews administrative procedures and interprets them for employees.
• Maintains supervisors calendar (i.e., proactively schedules meetings on supervisors behalf, makes recommendations for large meeting venues and catering, takes leadership role to ensure meetings flow smoothly).
• Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
• Composes routine, general, and unique/independent correspondence (i.e., sends more than standard emails, begins to modify content of email on behalf of department head, reads and answers correspondence).

Requirements:

• High school diploma or equivalent.
• Three years experience in an 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.
• 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.

Licensure, Certifications, and Clearances:

• Act 31 Child Abuse Reporting with renewal
• Act 33 with renewal
• Act 34 with renewal
• Act 73 FBI Clearance with renewal

UPMC is an Equal Opportunity Employer/Disability/Veteran.