Administrative Assistant - Intermediate

Western Psychiatric Hospital is seeking a full-time Administrative Assistant – Intermediate position.

Under general supervision, the Administrative Assistant – Intermediate provides varied administrative. This position will support a very busy unit while assisting the Unit Director and Project Analyst. Some responsibilities include: scheduling, timekeeping, onboarding new hires and maintaining employee files.

Additional duties include, but are not limited to, independently processing in Kronos (payroll) and ShiftSelect (scheduling), managing employee files, scheduling direct care staff for mandatory inservices, interacting with all members of the treatment team and assisting administratively in many other ways.

The ideal candidate for this position must be able to work independently, have previous work experience in an office and/or healthcare setting, display professionalism, be able to handle flexible assignments and be a team player. The ability to pay attention to detail, strong organizational skills, adaptability, being able to jump into any needed task and personal accountability is crucial for this role..

Responsibilities:

• Maintains various accounting and budgetary records (i.e., completes expense reports).
• Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software Ability to use applicable MS Suite products
• 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.
• 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).
• Knowledge of basic accounting and financial principles and functions
• May make travel arrangements.
• 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).
• Assists supervisor and department with presentations (i.e., provides content editing/content recommendations in addition to standard proofing).
• Ability to analyze data and use basic reasoning skills
• Working knowledge of business processes and procedures
• Three years experience in an administrative support role
• Under general direction, provides varied administrative support to a department or group of professionals.
• Reviews administrative procedures and interprets them for employees.
• High school diploma or equivalent

Licensure, Certifications, and Clearances:

• Act 33 with renewal
• Act 73 FBI Clearance
• Act 34 with renewal
• Act 31 Child Abuse Reporting
• Comprehensive Crisis Management (CCMC)

UPMC is an Equal Opportunity Employer/Disability/Veteran

Annual