Office Manager

Office Manager

The Division of Philanthropic & Alumni Engagement (PAE) at the University of Pittsburgh is dedicated to fostering meaningful relationships with donors, alumni, and stakeholders, supporting the University's mission in education, research, and healthcare. We invite you to become a pivotal part of our team as an Office Manager.

The Office Manager is an essential role that ensures the seamless operation of the PAE Park Plaza office (located at 128 North Craig Street, Pittsburgh, PA 15213) with a supplemental focus on supervising and supporting student employees. This position encompasses a wide range of administrative tasks, including facilitating student hiring, managing inventory, while also triaging and managing complex logistical and operational duties.

Key responsibilities include:

Supervising Students:

• Recruitment and Training: Responsible for the comprehensive recruitment process, including screening, interviewing, and hiring student employees. Develop and implement training programs to ensure students are proficient in office procedures and tasks.
• Performance Monitoring: Continuously monitor student work hours and performance, providing regular feedback and support. Address performance issues promptly and effectively.
• Support and Guidance: Assist students with complex calls and direct them to the appropriate resources. Maintain and update student manuals to reflect current procedures and policies.
• Alumni Account Management: Process detailed alumni account updates, including tracking moves, deaths, and divorces, and forwarding this information to relevant personnel.

Administrative Duties:

• Inventory Management: Oversee the ordering and stocking of inventory for both staff and office needs. Ensure Park Plaza kitchen supplies are adequately stocked and maintained.
• Facility Coordination: Act as the primary point of contact for Park Plaza maintenance issues, coordinating with maintenance staff to resolve facility problems efficiently. Manage the unlocking and locking of doors as needed.
• Front Desk Operations: Manage the front desk operations, including answering calls, responding to inquiries, and managing the distribution of packages and mail. Ensure the front desk is properly staffed and operational.

• Event Support: Coordinate the setup and cleanup of meeting rooms and kitchens for events, ensuring all logistical details are addressed. Manage mail services during recess periods, including scanning and forwarding mail to off-site staff.
• Room and Resource Management: Check daily room reservations and ensure all meeting spaces are prepared and available. Order business cards and manage parking pass requests for staff.
• Liaison Duties: Serve as a liaison with external facilities, including coordinating with Pitt and Park Plaza. Ensure smooth communication and resolution of any issues.
• Mail and Documentation Management: Sort and distribute Planned Giving mail, manage staff badges, copier access, and phone numbers. Keep organizational charts and floor plans updated on SharePoint.

Why Join Us?

• Impactful Work: Play an important role in supporting the University's mission.
• Collaborative Environment: Work within a supportive, innovative, and dynamic team.
• Professional Growth: Opportunities for continuous learning, professional development, and career advancement.
• Competitive Benefits: Enjoy a comprehensive benefits package, including health insurance, retirement plans, and paid time off.

Ready to make a difference? Learn more about PAE and apply today.

Join us in shaping the future of education, research, and healthcare at the University of Pittsburgh!

Job Summary

Oversees administrative operations, facilitates and schedules projects, serves as liaison between internal and external stakeholders, recommends organizational changes to increase effectiveness, and resolves issues. Assists with strategic plans and budgetary functions.

Essential Functions

• Supervision and Development of Student Employees:
  • Recruit, screen, hire, and train student employees to ensure they are proficient in office procedures.
  • Monitor and evaluate student performance, providing regular feedback and support while addressing performance concerns.
  • Maintain up-to-date resources, such as student manuals, and assist students in handling complex calls or inquiries.
    
• Operational and Facility Coordination:
  • Manage day-to-day office operations, including inventory management, facility maintenance coordination, and front desk operations to ensure a seamless workflow.
  • Serve as the primary contact for building-related issues, including resolving maintenance problems and overseeing mail and package distribution.
  • Ensure meeting spaces and resources, such as room reservations and supply orders, are prepared and available to staff and guests.
    
• Event and Administrative Support:
  • Coordinate logistical support for events, including setup and cleanup of meeting rooms, food delivery management, and mail services during recess periods.
  • Process and manage documentation such as alumni updates, staff badges, copier access, parking passes, and organizational charts.
  • Act as a liaison with external facilities and vendors to maintain smooth operations and address issues promptly.
    

Physical Effort

Must be able to lift up to 15 pounds at times. Prolonged periods of sitting at a desk and working on a computer.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

Assignment Category: Full-time regular

Job Classification: Staff.Office Supervisor

Job Family: Administrative Support

Job Sub Family: Clerical

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 2

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m.

Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m.

Hiring Range: $23.08 - $25.64 per hour

Relocation_Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume

Optional Documents: Not Applicable

Please see job description

PI256277396