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UPMC · 3 days ago

Administrative Coordinator

Pittsburgh, PA

Full-time

Hybrid

Mid, Senior Level

5+ years exp

UPMC Hillman Cancer Center is seeking an exceptional Administrative Coordinator to support the Division Director and the Senior Director of Operations in a dynamic environment dedicated to cancer patient care. This role involves providing varied administrative support, coordinating workflows, and assisting in recruiting and training efforts, all aimed at enhancing the operations of a leading cancer center.

BiotechnologyHealth CareHospitalMedical

Responsibilities

Under general direction, provides varied administrative support to a department or group of professionals

Plans conferences for department and department head

Under general direction coordinates the workflow of employee(s) and provides administrative support of a complex and technical nature to single or multiple department or division (i.e., organizes, plans, and prioritizes work of others, develops and builds teams to accomplish project assignments)

Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and will draft more material based on initial ideas)

Reviews administrative procedures and operating practices and makes recommendations to increase efficiency

Assists in recruiting, hiring, training, and evaluating the performance of employees

Analyzes complex information requests and determines complex trends

Develops reports for executive or department

Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events)

Maintains supervisor's calendar (i.e., proactively schedules meetings on supervisor's behalf, makes recommendations for large meeting venues and catering, takes leadership role to ensure meetings flow smoothly)

Maintains various accounting and budgetary records (i.e., completes expense reports)

May make travel arrangements

Executes all administrative functions for Director of Medical Physics as delegated by the Director, including coordinating all components of travel and managing reimbursement submissions for both UPMC and Pitt travel

Manages all administrative responsibilities for the SABR training course, currently held three times annually

Processes Kronos entries for radiation oncology administrative leaders and direct reports

Monitors and maintains the out-of-office and coverage calendars for the physics division, ensuring all time-off entries are accurate and cross-checked against the regional monthly PTO list

Configures IMS accounts for newly hired physics and dosimetry staff and contract employees

Supports recruitment efforts by preparing itineraries and coordinating travel and expenses

Reviews expense submissions for the physics division and maintains an up-to-date chart tracking their CME

Maintains distribution and tracking lists for physicists, dosimetrists, and the radiation oncology administrative team

Provide backup support to the radiation oncology administrative team to schedule hospital and joint venture board meetings

Performs in accordance with system-wide competencies/behaviors

Performs other duties as assigned