Admin Assistant - Intermediate
UPMC
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About this role
University of Pittsburgh Physicians is hiring a Full-Time Admin Assistant
- Intermediate to help support the Division of Pulmonary, Allergy, Critical Care and Sleep Medicine. Hours: 8:00 am to 4:30 pm or 8:30 am to 5:00 pm Location: Oakland, UPMC Montefiore Purpose: Under general supervision, provides varied administrative support to a department, a group of professionals or multiple departments. Responsibilities:
+ 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 productsWorking knowledge of business processes and proceduresKnowledge of basic accounting and financial principles and functions
+ Ability to analyze data and use basic reasoning skillsLicensure, Certifications, and Clearances:UPMC is an Equal Opportunity Employer/Disability/Veteran
What you'll get after applying
Unlike traditional applications, you won't submit and wait in silence. Here's what you get immediately:
See what you did well — communication, experience, enthusiasm
Specific, actionable feedback on how to strengthen your interview skills
Personalized guides and resources to help you grow professionally
Common questions
How does Apply by Voice work?
Instead of filling out forms or uploading a resume, you have a 6-10 minute voice conversation with an AI interviewer. It asks about your experience, skills, and interest in the role — then gives you instant feedback.
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.