What are the responsibilities and job description for the Executive Assistant II, Radiation Oncology position at ONC00-UPMC Hillman Cancer Center?
Executive Assistant II, Radiation Oncology
UPMC Hillman Cancer Center | Shadyside | Full-Time | Hybrid Opportunity After Training
Join the leadership team of UPMC Hillman Cancer Center's Radiation Oncology Department in a highly visible Executive Assistant II role supporting the Chair and Chief Medical Officer of Radiation Oncology. This position is ideal for a polished, proactive professional who thrives in a fast-paced environment and excels at managing complex priorities while providing outstanding executive support.
A key focus of this role is managing executive calendars, coordinating meetings, and ensuring the smooth day-to-day operations of a busy physician leader. The Executive Assistant serves as a trusted partner, handling sensitive and confidential information with professionalism and discretion while helping leaders stay organized and focused on strategic priorities.
In addition to executive support, this role plays an integral part in planning and coordinating department events, including staff meetings, symposiums, and other special programs. You will also help support recruitment efforts by coordinating candidate travel arrangements, communicating with executive-level stakeholders, and creating a welcoming, first-class experience for prospective recruits visiting the department.
This position also supports research and academic operations through Kronos management for research staff and various administrative functions. Previous academic experience is welcome but not required. Success in this role is driven more by strong organizational skills, attention to detail, and the ability to confidently support senior leaders.
This full-time position is based in Shadyside and offers a Monday through Friday schedule of 8:00 a.m. to 4:30 p.m. Following successful onboarding and training, a hybrid work arrangement may be available.
If you enjoy executive-level support, event coordination, relationship building, and being a key contributor to a dynamic leadership team, we'd love to hear from you.
Responsibilities:
- Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner
- Interacts with staff at all levels in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
- Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines
- Maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents
- Processes incoming and outgoing mail. Maintains confidentiality of mail addressed to the president
- Records and distributes minutes and other relevant information to appropriate participants in a timely manner
- Arranges travel schedule and reservations for executive management as needed
- Answers phones and directs all incoming calls to appropriate party promptly and efficiently
- Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings
- Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs
- High school diploma or equivalent 8 years experience in an increasingly responsible administrative support role
- 5 years experience with support at the executive level
- Demonstrates proficiency in core MS Office applications, including Word, Excel, PowerPoint, and Outlook
- Excellent calendar management skills, including the coordination of complex executive meetings
- Experience assisting management with the creation of PowerPoint presentations
- Experience scheduling travel arrangements for management
Licensure, Certifications, and Clearances: - Act 34
UPMC is an Equal Opportunity Employer/Disability/Veteran