Job Description

Ready to Be the Power Behind the Leaders? We’re on the hunt for a rockstar admin who can juggle calendars, tame chaos, and keep our senior leadership running like a well-oiled machine! This role supports two dynamic Vice Presidents—and occasionally a third—plus lends a hand to our incredible Nursing Administration team when needed. If you’re tech-savvy, wildly organized, and thrive in a whirlwind of activity, this is your moment. We want someone who’s not just efficient, but passionate, personable, and ready to bring calm to the storm with confidence and flair.

Purpose:
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings

Responsibilities:

• Answers phones and directs all incoming calls to appropriate party promptly and efficiently
• Maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents
• Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner
• Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines
• Interacts with staff at all levels in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
• Processes incoming and outgoing mail. Maintains confidentiality of mail addressed to the president
• Records and distributes minutes and other relevant information to appropriate participants in a timely manner
• Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs
• Arranges travel schedule and reservations for executive management as needed
• Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings

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