Administrative Assistant – Intermediate | Western Psychiatric Hospital Jobs in Pittsburgh, PA at University of Pittsburgh Medical Center (UPMC)

Western Psychiatric Hospital is seeking a full-time Administrative Assistant – Intermediate to support the Safety Department at Western Psychiatric Hospital.

Under general supervision, the Administrative Assistant – Intermediate provides varied administrative support to this department.  This position will support a very busy department that provides safety and security to Western Psychiatric Hospital and the off sites while assisting the Director and team as well as the Project Analyst.

Additional duties include, but are not limited to, independently processing in Kronos (payroll) and assisting with scheduling, managing employee files, scheduling for mandatory inservices, tracking and processing payments for outside vendors, obtaining bids and proposals as needed, interacting with other departments and assisting administratively in many other ways.

The ideal candidate for this position must be able to work independently, maintain confidentiality, 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. Experience with Kronos is a plus.


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 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).

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).

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:

Cardiopulmonary Resuscitation (CPR)


Title: Administrative Assistant – Intermediate | Western Psychiatric Hospital

Company: University of Pittsburgh Medical Center (UPMC)

Location: Pittsburgh, PA



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