Medical Staff Administrative Assistant

Purpose: Functions as Administrative Assistant to the Department, assists in general administrative duties to include preparation of Medical Staff Committee and Department agendas, meeting minutes, and correspondence; attends meetings as assigned; responsible for licensure/certification tracking and follow-up for regulatory compliance; filing/file maintenance; ordering of supplies and equipment; preparation of merge documents/large mailings; essential support in coordinating Continuing Medical Education (CME) Programs; prepares general and medical transcription as assigned; carries out all other necessary administrative office duties for the Department. Responsibilities:

• Coordinates all CME programs; attends programs as necessary; coordinates registration activities; and provides essential support to Medical Staff/Hospital Departments in preparing/maintaining all related correspondence and reports related to the process for CME, according to policy. Prepares Medical Staff Committee and Department agendas for assigned committees, attends specified meetings, records and transcribes minutes/correspondence for the same accurately and in a timely manner according to the process to ensure adherence to regulatory standards.
• File Management for assigned Committee minutes/correspondence, general correspondence, and overall departmental file maintenance according to policy. Prepares files for scanning/storage by the Record Retention Policy for the Department/Hospital. Orders supplies/equipment for the Department and prepares Special Requisitions. Assists in Medical Staff Lounge maintenance of computer supplies, food/beverages, bulletin board, and overall tidiness. Maintains licensure/certification tracking process and follow-up for regulatory compliance of all required expiring licensure and certification for Medical Staff/APPs.
• Prepares and maintains Medical Staff Committee List(s) to include membership additions/deletions, meeting notices, and monthly calendars. Prepares documents (including legal and other assigned) and large mailers for all Department requests in this regard. Takes dictation/transcribes notes; types correspondence and reports for Medical Staff Officers, VPMA, and Administrative Director.
• Facilitates all student requests for the Medical Staff according to policy. Maintains permanent file on all Medical Student/PA/Other specified training programs. Prepares approval documents for students. Assists the Administrative Director in the organization of the required Physician Orientation Program through planning, effective scheduling, preparation, and maintenance of necessary documents to be provided to new Staff. Receptionist for Department: as the first point of contact, greets visitors, manages telephone communications, mail distribution, completes tasks accurately, promptly, and assists callers for the same.
• Attends to details for social functions of Medical Staff; orders flowers; completes memorials, as requested. Makes arrangements for various meetings as requested by VPMA, CMIO/VP Clinical Quality and Compliance, and Administrative Director.
• *Performs in accordance with system-wide competencies/behaviors.*Performs other duties as assigned.

• High School diploma or equivalent with acceptable post-high school specialty secretarial training to include medical terminology required.
• Two years of administrative experience in a healthcare setting are required.
• Experience in minutes taking/transcription preferred.
• Excellent typing skills required. Working knowledge of word processing, electronic mail/calendar, spreadsheet, presentation, and database software.
• Ability to use applicable Microsoft Office Suite products, which include Microsoft Outlook, Microsoft Excel, Microsoft PowerPoint, Microsoft Teams, etc.
• Knowledge of business processes and procedures. Licensure, Certifications, and Clearances:
• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran