University of Pittsburgh Physicians is hiring a full-time Administrative Liaison for the Department of Anesthesiology and Perioperative Medicine. This position will work Monday-Friday, daylight hours.
The primary function of this role will be to create and manage complex Anesthesiology Physician Staffing schedules across multiple hospitals and surgical locations. Candidate must be able to adhere to strict deadlines, be highly organized, possess advanced problem-solving skills, perform work with a very high level of attention to detail and accuracy, and consistently apply strong communication skills while providing friendly customer service. Demonstrated successful experience performing large scale clinical staff scheduling or Surgical Scheduling preferred but not required.
Purpose:
The position is responsible for providing administrative support to the Center and its directors, performing duties for the staff, and offering back-up coverage to the Vice President's executive secretary. 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
Responsibilities:
- Process payroll and MRS functions and assist with variance tracking and Questvista input.
- 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.
- Maintain discretion and confidentiality at all times. Perform in accordance with system-wide competencies/behaviors.
- Maintain 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.
- Assist the Center staff with all clerical and administrative duties necessary to establishing, maintaining, and completing projects on time.
- Perform personal computer software functions according to prescribed format, and update skills by attending in-house classes as needed.
- 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.
- 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.
- Independently perform special projects as assigned by supervisor and establish deadlines and prioritize work
- 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 meeting
BS in Business, Communications, or comparable related field Three years experience in similar role at the executive management level Five years experience in similar role at the executive management level, coupled with formal on-the-job (i.e. employer-sponsored) training or related 2-year curriculum, will meet above requirements Strong computer skills to include MS Word, Excel, and PowerPoint Excellent written and oral communication and organizational skills Ability to manage multiple assignments while meeting deadlines Ability to promote teamwork, cultivate and maintain positive relationships
Licensure, Certifications, and Clearances:
- Act 31 Child Abuse Reporting with renewal
- Act 33 with renewal
- Act 34 with renewal
- Act 73 FBI Clearance with renewal
UPMC is an Equal Opportunity Employer/Disability/Veteran