UPMC Administrative Asst - LHAS in Pittsburgh, Pennsylvania
In 1898, Ladies Hospital Aid Society (LHAS) began its long history of community service when 17 women met to address the pressing needs of the sick and the poor who were living in their neighborhoods. Referring to themselves as the Hebrew Ladies Hospital Aid Society, this group continued to prosper and among its many philanthropic accomplishments, the opening of the original Montefiore Hospital in 1908, and the construction of the current site in 1929. In 1990, Montefiore Hospital was sold and became part of the UPMC system. LHAS continues to serve the Pittsburgh community. lhas.net In this job, you will be cross trained on the duties of clerical and administrative support in order to optimize workflow procedures in the LHAS office and LHAS gift shops. You will assist the President and Board Members by supporting them with planning and distributing information. You will be the point of reference for all queries, requests or issues and be an integral part of Ladies Hospital Aid Society.
Personal Qualifications: Strong work ethic, excellent written skills, and familiarity with the Jewish community and organizations are a plus.
Achieves and maintains a level of productivity which meets or exceeds the standards established by LHAS
Acts as point person for LHAS. Greets clients, visitors and members providing information to their comments or questions.
Answers, screens, and routes incoming calls and messages. Responds to routine questions.
Plays general administrative support role for organization to ensure efficient internal operations, including technical assistant, facilities board meetings, special sales and events, annual fundraising events and other tasks as requested.
Schedules appointments, maintains conference room schedule including arranging for appropriate audio equipment if needed, receive, open and sort incoming mail, dating all items and distributes to appropriate person, send out mail, faxes, messenger/courier items.
Maintains supervisors calendar and LHAS calendar of recurring events/meetings. Schedules conference rooms, orders food, ensure applicable equipment is available and ready for meeting, may take meeting minutes.
Sorts, distributes, prioritizes and composes routine correspondence following established procedures not requiring management review: reads correspondence/highlights important items and sends to appropriate person, sends emails sent on behalf of LHAS member/president, writes and sends meeting reminders, forwards emails to appropriate distribution list.
Performs typing and other clerical duties including but not limited to, file folder labels for office filings, meeting notices, catering requests, photocopying, filing, coordinate office mailings, and call for routine maintenance issues. Sets up and maintains varied office files, logs, and records office activities.
File and update Constant Contact and Excel contact information of LHAS members, vendors, and contributors.
Maintain and develop appropriate filing systems.
Prepares deposits. Deliver money to banks, and records deposits for bookkeeper.
Under direct supervision, provides general administrative support to the President.
Other responsibilities may include, but not limited to, assist in LHAS Gift Shop, covering lunches/breaks, selling product, receiving, and pricing product when necessary.
High School Diploma plus a college degree.
Three Years of experience preferably in a non-profit administrative support role.
Some retail experience preferable.
Excellent writing, analytical and verbal skills with the ability to communicate in a clear and concise manner a range of information.
Excellent organizational skills, attention to detail, and ability to handle concurrent tasks and to complete them correctly and in a timely matter while under pressure in a fast-paced, team-orientated environment.
Good time management skills required.
Must be able to prioritize a heavy workload.
Must have strong interpersonal skills including the ability to interact pleasantly and professionally with LHAS Board, UPMC staff, guests, and patients with an assortment of personalities.
Fundamental understanding of personal computers and familiarity with Windows Operating System.
Proficiency in Microsoft Word and Excel and Quickbooks.
Ability to use basic reasoning skillsAbility to use discretion and independent judgment.
Must be willing to work occasional evening event and weekends.
Licensure, Certifications, and Clearances:
UPMC is an Equal Opportunity Employer/Disability/Veteran