Job Information
University of Pittsburgh Administrative Assistant in Pittsburgh, Pennsylvania
Administrative Assistant
Primarily supporting AVC of ERLR handling tasks like managing calendars, scheduling meetings, preparing documents, coordinating communications, and performing research related to employee relations, union negotiations, and grievance processes, all while maintaining confidentiality due to the sensitive nature of labor issues.
Job Summary
Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.
Essential Functions
• Serves as the primary support to senior and executive level roles; coordinates with associated teams. • Manages office workflow, projects, and schedules; serves as primary liaison between internal and external stakeholders. Develops agendas and meeting materials; coordinates special events. • Answers telephone, takes messages, and transfers callers; provides information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails. • Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support for academic or administrative departments as it relates to administrative tasks. • Proposes solutions to moderately complex problems; identifies improvements for efficiency and accuracy. • Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, content on department website, publications, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials. • Assists with budget preparations, makes purchases, collects payments, and verifies billing information; assists 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 III
Job Family: Administrative Support
Job Sub Family: Clerical
Campus: Pittsburgh
Minimum Education Level Required: Associate's Degree
Minimum Years of Experience Required: 5
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: TBD Based Upon 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: Not Applicable
Required Documents: Resume, Cover Letter
Optional Documents: Not Applicable
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