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Senior Administrative Assistant

Position Information

Position Information

Date Posted 01/09/2018
Open Until Filled No
Anticipated Application Deadline (Close date) 03/10/2018
Working Title Senior Administrative Assistant
Job Classification Administrator I
Department Name 35219-Med-Neurology
Job Type Staff
Position Number 0136106
Hiring Range $23,868.00 - $37,752.00
Position Description

This position provides senior-level secretarial and administrative support to the Brain Training and Exercise (BRiTE) Wellness Program. The BRiTE Wellness Program was developed by a team of like-minded scientists at the University of Pittsburgh with expertise in cognition and behavior. The goal was to create a setting that would help individuals with mild impairments in cognition to work to stimulate their brain with a goal of improving overall health and wellness.

The duties associated with this position include:

- being the public “face” of the program by greeting and interacting with all program participants
- organizing all participant contact information, scheduling appointments and follow-up, and coordinating transportation for program participants
- completing intake forms with participants and/or family members, and obtaining and processing payments from participants
- serving as a liaison between the wellness program and affiliated programs within the University and UPMC
- working with program staff and leadership in order to ensure smooth daily operation of the program
- managing the program reception and common areas, file room and program supplies
- processing purchase orders, service agreements, and payments for program personnel
- generating correspondence with participants, families, physicians, and others
- answering telephones, taking messages, and communicating with affiliated staff and professionals
- supervising work study and program volunteers
- working with program manager to develop and circulate staff meeting agendas and minutes

Education Required Associate
Minimum Related Experience Level Required 3-5 years experience
Additional Education and/or Experience Essential to the Position

Graduation from an accredited business school with an emphasis on health care or non-profit field or equivalent work experience is required. Minimum 3 years work experience as a secretary or administrator is required. Experience in healthcare or non-profit community service agency strongly preferred. Excellent typing and computer skills including Microsoft Office (Word, Excel), database programs, and financial software are required. Excellent interpersonal skills are also required. The ability to work independently and demonstrate strong attention to detail and follow through with tasks is strongly preferred. Also preferred is knowledge of UPMC and/or the University. Successful completion of CITI modules on human subjects research and University of Pittsburgh Education and Certification Program in Research Practice Fundamentals (HIP AA) are required. If the applicant is not currently certified, must obtain certification upon hire.

Required Licenses/Certifications
Child Protection Clearances

The following PA Act 153 clearances and background checks may be required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Background Check For position finalists, employment with the University will require successful completion of a background check.
Assignment Category Regular, Full-Time
Percent Effort 100
Scheduled Work Hours 8:30 a.m. - 5:00 p.m.
If Varied Work Schedule, Please Specify
If Part Time, Actual Standard Weekly Hours
Campus Pittsburgh
University Benefits

The University offers an excellent comprehensive benefits package for all full-time and part-time regular employees including:

• Education benefits and a retirement plan with employer match

• Group medical insurance, life insurance, and optional vision and dental insurance

• Free transit service within Allegheny County for employees of the Oakland campus (Port Authority Transit)

• Time off benefits including vacation, sick and personal time

For more information regarding the University’s benefits package, please visit

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear of this position at the University of Pittsburgh?
    • Career Development Center (CDC)
    • Chronicle of Higher Education
    • Commonwealth Workforce Development System (Formerly PA CareerLink)
    • Currently a University Employee
    • Pitt Career Services
    • Pittsburgh Post Gazette
    • Pittsburgh Technology Council
    • PittSource Search
    • Referral (Friend, University Employee, etc.), please specify below
    • Internet Search
    • Other: (Please specify below)
  2. Please specify from above (if applicable):

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter