Administrative Assistant - Associate - Psychiatric Emergency Services (PES) | Western Psychiatric Hospital - UPMC

Purpose:


The Admin-Reception team is supportive to the PES department and Main Lobby of Western Psych. This team consists of 5 staff members who work with each other as a team to help cover both the Lobby Welcome Desk and Point Reception desk.


Under direct supervision, the Administrative Assistant - Associate provides general administrative support to a department or group of professionals. This is a full-time position that works three 12-hour shifts. The shifts are 7:00 AM to 7:00 PM and 9:00 AM to 9:00 PM. Days vary depending on department need.


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.


· 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.


Licensure, Certifications, and Clearances:


· Cardiopulmonary Resuscitation (CPR)


· Comprehensive Crisis Management (CCMC)


· 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_