Description
UPMC Pinnacle is currently hiring for an Executive Assistant I for the CMIO to join their team. This will be a Hybrid position which will require ON-SITE work but also allow for work from home REMOTE work at times.
Description
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Why work at UPMC?
- At UPMC, we develop strong leaders who support and engage incredible team members. Together, we create an exceptional UPMC Experience for our co-workers and our patients.
- A recent study showed that UPMC benefits are 20% higher in value than other health care providers in our market. UPMC offers tuition reimbursement, competitive pay, generous paid time off, and much more.
- AWARD-WINNING WORKPLACE: Ranked #1 for Best Places to Work for Women & Diverse Managers by the Diversity MBA.
- We have a rewarding career ladder to grow your career with UPMC.
Responsibilities:
- Plans, manages and implements complex programs that are sponsored by the CMIO and the informatics department.
- Researches issues and concerns addressed to the CMIO (including confidential and sensitive issues) and reports findings to the CMIO; may determine appropriate course of action; and /or may refer or respond when appropriate.
- Assists the CMIO by writing, editing and preparing correspondence (that can be confidential and/or sensitive), speeches, reports, articles, tweets; prepares PowerPoint presentations and Excel spreadsheets; collects data using Surveys and other systems; and consults with employees for the production of analytics for consideration by the CMIO.
- Updates the web presence for the department, presence and assists in emails and other communications.
- Assists the CMIO in the development and review of the current and proposed department budgets; processes orders; assists in ensuring that budgets are reviewed on an ongoing basis by the CMIO.
- Performs accounting functions related to accounts payable or receivables.
- Proofreads and drafts copy for programs, invitations and other materials; track RSVPs; coordinates events at the Informatics Department with other departments.
- Schedule meetings including setting up the conference room, Webex, Conference calls, follow up reminders, ordering meals, setting up room, etc.
- Coordinating physician training activities related to Epic and informatics department.
- Help with tracking physician requests related to projects.
- Prepare agenda and keep minutes for CMIO assigned meetings.
- Help with coordination of various Go Live activities.
- Manages the day to day operations of the Office of the CMIO.
- Serves as the CMIO gatekeeper and interprets and explains department policies, rules, and guidelines in response to inquiries; refers inquiries as appropriate; provides direct access to the CMIO through management of the calendar and appointments.
- Provides logistics and arranges meetings and conferences; keeps the CMIO well informed of commitments and responsibilities; attends various on- and off-site meetings, hearings, conferences, and events.
- Provides assistance and service to internal and external contacts in relation to the divisional area.
- Stays current and keeps the CMIO abreast of key organization strategies, goals, and policies
- Understands organizational policies and procedures to ensure appropriate protocols are followed; ensures that the department archives records.
- Help prioritizes conflicting needs; handles matters expeditiously, proactively, and manages projects and/or follows-through on projects to successful completion, often with deadline pressures.
- Initiates and maintains a variety of files and records; orders and purchases supplies and catering for the office and department.
- Train staff in office methods and procedures.
- Provides support in the functional areas of the division as assigned.
- Performs other duties as required or assigned.
- Answers phones and directs all incoming calls to appropriate party promptly and efficiently.
- Maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents.
- Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.
- Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines.
- Interacts with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
- Processes incoming and outgoing mail. Maintains confidentiality of mail addressed to the president.
- Records and distributes minutes and other relevant information to appropriate participants in a timely manner.
- Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs.
- Arranges travel schedule and reservations for executive management as needed.
- Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings.
Qualifications
Qualifications
- High school diploma or equivalent 8 years experience in an increasingly responsible administrative support role.
- 5+ years experience with support at the executive level- Demonstrates proficiency in core MS Office applications, including Word, Excel, PowerPoint, and Outlook- Excellent calendar management skills, including the coordination of complex executive meetings- Experience assisting management with the creation of PowerPoint presentations- Experience scheduling travel arrangements for management.
Licensure, Certifications, and Clearances:
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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.
UPMC is an Equal Opportunity Employer/Disability/Veteran
Total Rewards
More than just competitive pay and benefits, UPMC’s Total Rewards package cares for you in all areas of life – because we believe that you’re at your best when receiving the support you need: professional, personal, financial, and more.
Our Values
At UPMC, we’re driven by shared values that guide our work and keep us accountable to one another. Our Values of Quality & Safety, Dignity & Respect, Caring & Listening, Responsibility & Integrity, Excellence & Innovation play a vital role in creating a cohesive, positive experience for our employees, patients, health plan members, and community. Ready to join us? Apply today.
Current UPMC employees must apply in HR Direct