Administrative Assistant - Associate, Lhas Gift Shop

Purpose:

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 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.

Responsibilities:

• Under direct supervision, provides general administrative support to a department or group of professionals.

• Performs routine clerical functions, such as copying, sorting, filing, and typing.

• Sets up and maintains varied office files, logs, and records office activities.

• Orders office supplies and maintains office equipment.

• Answers, screens, and routes incoming calls and messages.

• Responds to routine questions.

• Greets, screens, and directs visitors to appropriate staff member.

• Maintains supervisor's calendar (i.e., schedules meetings and recurring events, schedules large conference rooms, orders food, ensures 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. (i.e., reads correspondence/ highlights important items and sends to supervisor, sends emails sent on behalf of dept head, writes and sends meeting reminders, forwards emails to appropriate distribution list on behalf of department head).

• Assists in researching, drafting, and/or abstracting routine reports.

• Compiles and analyzes basic information. Helps supervisor and department prepare presentations (i.e., edits, prints, basic formatting functions).

• Individual may be asked to assist with duties in the hospital gift shops.

• Arranges for vendor sales in BTS building.

• Experience with computer programs including social media and graphics preferred.

Qualifications:

• High School diploma or equivalent.

• Up to one-year administrative experience preferred.

• Working knowledge of word processing, electronic mail/calendar, spreadsheet, presentation, and database software.

• Ability to use applicable MS Suite products.

• Knowledge of business processes and procedures.

• Ability to use basic reasoning skills.