Administrative Assistant - Associate

  • UPMC
  • Pittsburgh, PA 15213
  • 5 days ago


Job Description


UPMC Hillman Cancer Center is internationally recognized for its leadership in the prevention, detection, diagnosis, and treatment of cancer and is the region's only comprehensive cancer center designated by the National Cancer Institute.

As the preeminent institution in western Pennsylvania for the delivery of cancer care, the performance of basic, translational, and clinical research, and the education of the next generation of cancer researchers and physicians, UPMC Hillman Cancer Center is exceptionally well positioned to contribute to the global effort to reduce the burden of cancer.

UPMC Hillman Cancer Center is currently hiring a full-time Administrative Assistant - Associate to provide support to our Magee-Womens Hospital location in Oakland.

This will be a Monday-Friday, daylight position, with some local travel required to provide coverage at different Radiation Oncology sites when needed.

Under direct supervision, the Administrative Assistant provides general administrative support to the Radiation Oncology department.

Are you a team player that is looking for a rewarding career in a fast-paced environment?

Apply today!


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.

Maintains confidentiality in all patient related interactions in accordance with HIPAA policies.

Notifies therapists and nurses when patients have arrived for radiation therapy treatments, exams, follow-ups, etc.

Calls for patients' return rides to their homes.

Maintains precise, accurate appointment records so that at not time is there a conflict whereby a patient cannot be seen at their scheduled time.

Notifies departmental staff in advance when physicians will be unavailable to see patients.

Uses EMR system

Obtains required medical information when consultation requests are received and creates the patients treatment chart.

Includes, radiology reports, lab reports and path reports.

Contacts patients by telephone to schedule initial consultation in the department of Radiation Oncology.

Informs patient of procedures to take place and of the information they are required to bring for the initial consultation.

Informs patient of hospit

Obtains required medical information when consultation requests are received and creates the patients treatment chart.

Includes, radiology reports, lab reports and path reports.

Performs receptionist duties, including greeting patients coming for follow-up, consultations and daily radiation therapy treatments.

Schedules patient appointments, answers the phone, places outgoing calls for physicians, etc.

Consistently monitor the w

Maintains an orderly waiting room.

Maintains coffee machine supplies.

Orders supplies as needed.

Assists billing registrar as needed to register and/or update patient information in Aria.

Verifies insurance information for accuracy and completeness and gets appropriate forms completed and signed by patients.

Obtains all information upon registration


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 skills

Individuals hired into this role must comply with UPMC's COVID vaccination requirements upon beginning employment with UPMC.

Refer to the COVID-19 Vaccination Information section at the top of this page to learn more.

Licensure, Certifications, and Clearances:

Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran

UPMC has a Center for Engagement and Inclusions that is charged with executing leading-edge and next- generation diversity strategies to advance the organization's diversity management capability and its national presence as a diversity leader.

This includes having Employee Resources Groups, such as PRIDE Health or UPMC ENABLED (Empowering Abilities and Leveraging Difference) Network, that support the implementation of our diversity strategy.

UPMC is an Equal Opportunity Employer/Disability/Veteran.

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