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Administrative Assistant

4 hours ago

Pittsburgh, Pennsylvania, United States University of Pittsburgh Full time

Administrative Assistant

Med-Pediatrics Research Administration - Pennsylvania-Pittsburgh

Equivalent relevant work experience may be substituted for degree requirement. This position is located at UPMC Children's Hospital of Pittsburgh in Lawrenceville. PA Child Abuse History Clearance, PA State Police Criminal Record Check, and FBI Criminal Record Check will be required prior to the start of employment. Also, a current TB test will be required as a condition of employment. EEO/AA/M/F/Vets/Disabled.

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

Light.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

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

Shift determined by manager.

Work Arrangement

On-Campus: Teams that work on campus, in an office, or in a lab.

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

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

Optional Documents

Cover Letter