Admin Assistant – Intermediate – Eye and Ear Institute


UPMC is hiring a full time Administrative Assistant – Intermediate to support the Department of Otolaryngology at their Eye and Ear Institute in Oakland! The UPP Department of Otolaryngology oversees multiple clinic locations, thousands of patient encounters and surgeries annually, and maintains robust academic training opportunities. We are seeking an independent worker who can assist with various department needs and physician support.

This position will work Monday through Friday, 8:00am to 4:30pm with no evenings, weekends, or holidays!


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 supervisors calendar (i.e., proactively schedules meetings on supervisors 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 functionsAbility to analyze data and use basic reasoning skills Licensure, Certifications, and Clearances:

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UPMC is an Equal Opportunity Employer/Disability/Veteran

UPMC has a Center for Engagement and Inclusions that is charged with executing leading-edge and next- generation diversity strategies to advance the organization’s diversity management capability and its national presence as a diversity leader. This includes having Employee Resources Groups, such as PRIDE Health or UPMC ENABLED (Empowering Abilities and Leveraging Difference) Network, that support the implementation of our diversity strategy.