Administrative and Operations Manager at University of Pittsburgh – Pittsburgh, Pennsylvania

Administrative and Operations Manager

Institute for Entrepreneurial Excellence - Pennsylvania-Pittsburgh - (26000092)

The Administrative & Operations Manager is a key member of the Small Business Development Center/Institute for Entrepreneurial Excellence (SBDC/IEE) and works closely with leadership to drive the organization's mission and vision. This role provides comprehensive administrative support across multiple teams and projects and is responsible for managing day-to-day office operations, client intake and communications, data integrity, and program coordination.

Administrative, Data Integrity & Customer Service

- Provide primary support to senior leadership and executive roles, ensuring clear communication and alignment on organizational goals and impact reporting across centers.

- Serve as the primary contact for clients and program attendees' communications, managing initial outreach, ongoing follow-up, and prompt resolution of issues or complaints for IEE centers (SBDC and PLW)

- Oversee the SBDC/PLW intake process, including the assignment and follow-up with consultants and clients.

- Manage the Centers' CRM platform (SBDC and PLW's Neoserra), ensuring accuracy for audits and reporting compliance with SBA/SBDC/other grant requirements.

- Regularly review and manage client records to ensure accuracy, survey completion, proper documentation, and engagement; identify gaps and coordinate targeted follow-up.

- Manage office workflows, program and operations schedules, calendar management, and partner engagement.

- Perform a variety of clerical tasks, including organizing internal documents, data entry, budget support, and other administration

Program Coordination

- Work with team members and stakeholders to coordinate workshops, events, and programming from ideation to execution and evaluation.

- Promote programs, follow-ups, and engage clients to encourage participation.

- Assist leadership with programming surveys, evaluations, and reporting to assess goal achievement and performance.

- Coordinate industry and market research support, including preparation and printing of sessions, supporting materials, and reports for IEE Centers (SBDC, UCEP, and EFC).

- Assist IEE Centers with venue setup, registration, signage, and logistics for smooth event operations, as needed.

Operations & Process Improvement

- Supervise office operations and serve as the primary contact for maintenance and tech support with the University.

- Manage students and coordinate hiring, timelines, and onboarding.

- Provide guidance and training to staff and students on data integrity, administrative processes, and best practices.

- Foster a collaborative working environment conducive to innovation, team success, and facilitate communication across team departments; plan team-building activities.

Job Summary

Serves in an administrative capacity and provides administrative support to the project manager and other team members. Assists with fiscal management and compliance with federal regulations and the contracts. Manages day-to-day office operations and interacts with key stakeholders.

Essential Functions

The ideal candidate skillset includes:

• Highly organized and detail-oriented.
• Excellent written and verbal communication skills.
• Proven track record of excellent customer service.
• Demonstrated success in handling client and team issues professionally and in alignment with the mission and core values of the organization.
• Experience with CRM systems, data management, and reporting.
• Resourceful, adaptable, and excellent problem-solver.
• Ability to train and supervise interns.
• Collaborative team player and community builder who leads by example.
• Proficiency in Microsoft Office Suite and tech tools to coordinate programs and enhance operations (e.g., Zoom, Outlook/Teams, program management tools, etc.)
• Committed to operational excellence and continuous improvement.
• Familiarity with entrepreneur servicing organizations, SBA/SBDC/Grant compliance and reporting requirements (preferred but not required

Physical Effort

The job is mostly sedentary but may require travel to workshops and events both on and off campus. The position may require occasional evening or weekend hours to support workshops and events.

Assignment Category: Full-time regular

Job Classification: Staff.Project Supervisor

Job Family: Administrative Support

Job Sub Family: Program & Project Management

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: Hybrid: Combination of On-Campus and Remote work as determined by the department.

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