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Administrative Assistant - Associate (Flex Full-Time) Full-time

at UPMC in Pennsylvania (Published at 03-08-2019)

    University of Pittsburgh Physicians is seeking a flex full-time Administrative Assistant - Associate to support the Department of Orthopedic Surgery atthe Shadyside Medical Building on UPMC Shadyside's campus!
    The Associate Administrative Assistant will work between28-40 hours per week, with weekly hoursfluctuating depending on the employee's schedule, the physicians' schedules, and thevolume of weekly patient appointments. The office will work with/be flexible with the employee's schedule.
    Under direct supervision,the Associate Administrative Assistantprovides general administrative support to a department or group of professionals. This position will provide support to the Total Joint Replacementsurgeons in the department.
    Duties for this position include, but are not limited to, interacting with patients over the phone, answering a high volume of patient calls, scheduling appointments and surgeries, obtaining authorizations, and other administrative tasks.
    The ideal candidate for this position will have exceptionalinterpersonal skills and be team-orientated, as well as be able to function and thrive in a busy, fast-paced work environment. Medical office experience and/or terminology is preferred, but not required.
    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 department 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.
    • Transcribe and edit medical, academic, and personal letters.
    • Complete forms and correspondence maintaining accurate patient and clinical records.
    • Maintain confidentiality of patient information and records.
    • Make travel arrangements, including airline tickets, hotels, and disbursement requests and reimbursement for travel.
    • Review all correspondence and presents material requiring physician's attention with all necessary back up documentation.
    • Provide secretarial and administrative support to physician or group of physicians.
    • Interface with insurance payers regarding preauthorization and referrals required for treatment of patients.
    • Prepare, organize, and maintain confidential charts and clinical records.
    • Maintain accurate patient records.
    • Schedule patient appointments and surgical procedures, and maintain accurate patient information via hospital wide computer systems (EPIC).

    Qualifications
    • 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 procedures.
    • Ability to use basic reasoning skills.
    • Previous medical office and/or healthcare work experiencepreferred.
    • Exceptional interpersonal skills and phone etiquette highly preferred.
    • Experience with scheduling appointments, surgeries, and/or tests is a plus.
      Licensure, Certifications, and Clearances:
  • Act 34

  • UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities
    Salary Range: $14.61 to $22.93 / hour
    Union Position: No


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