Administrative Assistant Job at University of Pittsburgh in Pittsburgh

Administrative Assistant

The Administrative Assistant will provide essential support to both the Student Affairs Marketing and New Student Programs offices, dedicating 50% of their time to each area. This role involves managing day-to-day administrative tasks, coordinating schedules, managing phone call and email correspondence, and assisting with event planning and execution.

The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities across two dynamic departments. Strong communication skills, analytical thinking, the ability to maintain confidentiality, and sound judgment are essential, along with the ability to work effectively in a fast-paced, student-focused environment. The candidate must excel in customer service, both written and verbal, and represent Student Affairs Marketing and New Student Programs professionally. They must be adept at working with diverse populations, ensuring inclusivity and respect in all interactions. Effective organizational skills, critical thinking, and the ability to independently manage tasks and projects are crucial. Proficiency in Microsoft Office, video communication technology, and other University systems is required. The candidate must also be a team player, ready to assist with time-sensitive projects.

Job Duties:

Student Affairs Marketing - 50%

• Provide high-level administrative support including managing calendars, scheduling meetings, and preparing agendas.
• Prepares and edits various technical documents, uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.
• Makes purchases, collects payments, rectifies expenses, and verifies billing information; interacts with vendors on quotes and invoicing.
• Oversee office supplies and equipment inventory, ensuring that all office needs are met.
• Performs a variety of clerical duties, including approving student worker timecards, scheduling marketing and video shoots, coordinating travel arrangements, and data entry.
• Coordinate with other departments to ensure smooth office operations.

New Student Programs - 50%

• Schedules meetings and manages calendars in coordination with others; provides logistical support during meetings and events; records and distributes meeting notes; arranges special events.
• Answers phone calls, takes messages, and transfers callers; provides general information and appropriately answers student and family inquiries from walk-ins, incoming calls, and emails.
• Performs administrative support activities and department specific technical or operations duties for assigned project with some support from others; serves as liaison between internal and external stakeholders.
• Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, and high-level correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.
• Makes purchases, collects payments, and verifies billing information; interacts with vendors on quotes and invoicing. Performs a variety of clerical duties, including approving student worker timecards, coordinating travel arrangements, and data entry.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

• Schedules meetings and manages calendars in coordination with others; provides logistical support during meetings and events; records and distributes meeting notes; arranges special events.
• Answers phone, takes messages, and transfers callers; provides general information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails.
• Performs administrative support activities and department specific technical or operations duties for assigned project with some support from others; serves as liaison between internal and external stakeholders.
• Researches and identifies improvements for efficiency and accuracy; participates in the development of new offerings.
• Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, and high-level correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.
• Makes purchases, collects payments, and verifies billing information; interacts with vendors on quotes and invoicing.
• Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, and data entry.

Physical Effort

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

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.Administrative Assistant II

Job Family: Administrative Support

Job Sub Family: Clerical

Campus: Pittsburgh

Minimum Education Level Required: Associate's Degree

Minimum Years of Experience Required: 3

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, 8:30am - 5:00pm

Work Arrangement: Monday - Friday, 8:30am - 5:00pm

Hiring Range: To be determined based on qualifications

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: The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Required Documents: Resume, Cover Letter

Optional Documents: Not Applicable

Please see job description

PI256222770