Admin Assistant - Associate (Physical Medicine and Rehab, Oakland)
UPMC
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About this role
UPMC Department of Physical Medicine and Rehabilitation is hiring a full-time Administrative Assistant, Associate to join their team at the Kaufmann Building in Oakland. This is a Monday through Friday daylight position with the hours of 7:30am to 4pm. No evenings, weekends, or holidays. This position will support physicians and APP's within the department of physical medicine & rehabilitation (PMR). This position requires frequent interaction with physicians, physician assistants, nurses, and other members of the medical team. The AA is responsible for managing providers' calendars and tasks including meetings, time off requests, continuing education/conferences, legal work, and clinical schedules. This position will schedule patient appointments for the outpatient clinic setting; the ideal candidate will have professional interactions with patients and family members via the telephone and healthcare portals. This position also requires strong computer knowledge, organization and communication skills Purpose: Under direct supervision, provides general administrative support to a department or group of professionals. 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 skillsLicensure, Certifications, and Clearances:
+ Act 34 UPMC is an Equal Opportunity Employer/Disability/Veteran
What you'll get after applying
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See what you did well — communication, experience, enthusiasm
Specific, actionable feedback on how to strengthen your interview skills
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Common questions
How does Apply by Voice work?
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What feedback do I get after applying?
You'll immediately see your strengths highlighted, specific areas for improvement, actionable tips to get better, and recommended resources to build your interview skills.
How long does the conversation take?
Most conversations take 6-10 minutes. It's a natural back-and-forth about your experience — much faster than filling out a traditional application.