Job Description
Administrative Assistant
Nurs-Recruitment and External Relations - Pennsylvania-Pittsburgh - (26004870)
The University of Pittsburgh School of Nursing is seeking a qualified front desk administrative assistant. This role supports the operations of the School at the department level and supports the needs of its students, faculty and staff by assisting department leadership, welcoming visitors, and providing general clerical support.
Scheduling & Meeting Support
Schedules and coordinates meetings, appointments, and calendars for staff and/or supervisor(s), resolving scheduling conflicts as they arise. Sets up meeting rooms and equipment and provides logistical support during meetings and office events.
Front-Desk & Customer Service
Responds to routine questions from the public, staff, and clients via phone, email, or in person, and directs more complex inquiries to the appropriate person.
General Administrative Support
Provides day-to-day administrative support to assigned staff or department, including maintaining files and records, entering and updating data, tracking basic project tasks, and following up on deadlines. Assists in coordinating communication between departments, staff, and outside contacts, such as clients or service providers.
Process Improvement
Notices opportunities to make everyday tasks more efficient or accurate and suggests improvements to supervisors. Assists with rolling out new procedures, tools, or forms when asked.
Document Preparation
Types, formats, and proofreads letters, memos, reports, and other documents according to established templates and style guidelines. Handles confidential information (such as personnel or financial records) with appropriate discretion.
Purchasing & Basic Vendor Contact
Places routine orders for office supplies and materials, tracks receipts and expenses, and helps verify invoices for accuracy. Contacts vendors for basic order status, pricing, or delivery questions under supervisor guidance.
General Clerical Duties
Performs standard office tasks such as filing, photocopying, scanning, mail handling, and maintaining supply inventory. Completes other clerical or project-related tasks as assigned.
The ideal candidate will demonstrate:
Excellent time management and organizational skills
Strong verbal and written communication skills
Strong customer service skills
Proficiency in Microsoft Office Suite
Attention to detail, flexibility, and problem-solving skills
Positive and professional demeanor
Ability to work both independently and as part of a team
Performs administrative assistant support work of moderate complexity.
Essential Functions
Schedule meetings and manage calendars.
Provide logistical support during meetings and events.
Answers phone, takes messages, and transfers calls.
Provides general information and appropriately answers customer/faculty/staff/student inquiries.
Administrative support activities and department specific technical or operations duties.
Serve as liaison between internal and external stakeholders
Prepares and edits various technical documents.
Makes purchases, collects payments, verifies billing information.
Performs variety of clerical duties, and project specific tasks
Physical Effort
Must be able to sit for prolonged periods of time. Must be able to climb a step ladder and lift up to 30lbs occasionally.
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 8:30 am - 5:00 pm
Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab.
Hiring Range: $17.74---$22.17 hourly
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: Not Applicable
Equal employment opportunity, including veterans and individuals with disabilities.
PI286555072