Administrative Liaison

3 weeks ago

Pittsburgh, United States UPMC Life Changing Medicine Full time

UPMC Corporate Quality is hiring an Administrative Liaison- CQ12 to join our team This role will work Monday through Friday during the hours of 8:00 AM to 5:00 PM, but can be flexible with start and end times. The position will have flexibility to work remotely two days a week after onboarding has been completed. The position will be located in Oakland.

This position is responsible for providing administrative support to several Director and Senior Director level leaders within the Wolff Center. This role will perform duties and responsibilities according to the philosophy and standards of the University of Pittsburgh Medical Center/UPMC, including conveying courtesy, respect, enthusiasm, and positive attitudes in work situations with patients, peers, medical staff, and visitors; assist other staff members and hospital personnel in completion of needed tasks; and make patient care and/or interdepartmental service the number one priority. We are seeking a highly organized individual who is comfortable managing calendars, scheduling and organizing meetings with multiple stakeholders, preparing agendas, and drafting written memos and email communication.

Do you have prior experience with executive calendar management and meeting minutes? If so, this could be the next step in your career. Apply today


Responsibilities:

Assist the Center staff with all clerical and administrative duties necessary to establishing, maintaining, and completing projects on time.Manage inventory and process for ordering office supplies, forms and equipment maintenance. Copy and track all position control forms, check requests, purchase requisitions, and expense reimbursement forms. Interface diplomatically with internal and external contractors and services to expedite service and facilities requests.Provide administrative support to staff including their selected support areas. Handle all information and reports in a confidential manner. Assist in special projects as requested. Cover vacation relief and other duties.Process payroll and MRS functions and assist with variance tracking and Questvista input.Maintain discretion and confidentiality at all times. Perform in accordance with system-wide competencies/behaviors.Independently perform special projects as assigned by supervisor and establish deadlines and prioritize workMaintain calendars and appointment schedules, including meetings, events, room set up, media, and food requisitions; distribute notices/confirmations. Arrange for travel/seminar attendance by confirming registration, accommodations, and payments as requested; complete expense reimbursements when travel is complete.Provide specific administrative support to key meetings. Prepare agenda and distributes materials in advance of meeting. Attend meeting and provides support. Complete minutes and follow up duties prior to next scheduled meetingPerform personal computer software functions according to prescribed format, and update skills by attending in-house classes as needed.Process payment requests, pay invoices, and track purchase orders.  BS in Business, Communications, or comparable related fieldThree years experience in similar role at the executive management levelFive years experience in similar role at the executive management level, coupled with formal on-the-job (i.e. employer-sponsored) training or related two-year curriculum, will meet above requirementsStrong computer skills to include MS Word, Excel, and PowerPointExcellent written and oral communication and organizational skillsAbility to manage multiple assignments while meeting deadlinesAbility to promote teamwork, cultivate and maintain positive relationships



Licensure, Certifications, and Clearances:

Act 34


UPMC is an Equal Opportunity Employer/Disability/Veteran

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