Administrative Assistant, Associate

About the Role

The Administrative Assistant - Associate provides general administrative support to a department or group of professionals within a service that offers direct psychiatric consultation to general medical and surgical providers at various UPMC facilities, and engages in academic, educational, and clinical collaborative activities.

Key Responsibilities

• Communication & Coordination
• Handle incoming calls for the psychiatry consultation-liaison (C&L) team across 13+ UPMC hospitals, faculty, and staff.
• Interface with the answering service and troubleshoot communication issues.
• Send out call schedules and update them in MedTrak.
• Scheduling & Staffing
• Create and distribute weekly staffing schedules.
• Maintain calendars for C&L lectures, clinic director, and various attendings.
• Send lecture notifications and requests to faculty and staff for each rotation.
• Administrative Support
• Update and distribute onboarding/offboarding info cards for staff, residents, medical students, and faculty.
• Assist with attending billing and prepare timely reports as requested.
• Provide administrative back-up for the Administrative Supervisor.
• Track metrics and maintain dashboards.
• Technical & Operational Support
• Troubleshoot tech, staffing, and office suite issues.
• Perform other duties as assigned and adhere to system-wide competencies/behaviors.
• Report directly to the Administrative Supervisor; additional responsibilities may be assigned.

Requirements & Tech Stack

• High School diploma or equivalent.
• 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.

Qualifications

• Up to one year administrative experience preferred.