Faculty & Research Administrative Coordinator - IMCPL in Pittsburgh, Pennsylvania at University of Pittsburgh

Faculty & Research Administrative Coordinator - IMCPL

Health Sciences Core Research Facilities - Pennsylvania-Pittsburgh - (26004935)

Assist with preparation and submission of foundation, institutional, and other sponsored proposals in coordination with University pre award offices. Collect, organize, format, and maintain biosketches, curricula vitae, current and pending support documents, facilities and resources information, institutional attachments, letters of support, collaborator documents, and other proposal materials. Review proposal materials for completeness, formatting, consistency, and sponsor requirements. Maintain proposal calendars and communicate internal and sponsor deadlines. Support the faculty member’s participation as Principal Investigator, Co Principal Investigator, or Co Investigator on sponsored projects by coordinating requested documents and communications. Draft, edit, format, and route correspondence, letters of support, presentations, reports, meeting materials, and other administrative documents. Organize seminars, retreats, faculty meetings, workshops, and special events including scheduling, logistics, invitations, meeting technology, and follow up communications. Maintain organized electronic records for grants, faculty documents, meetings, billing, correspondence, and program activities. Coordinate monthly billing activities with operational teams. Maintain lab billing trackers, gather required documentation, follow up on outstanding information, identify delays, and ensure timely submission of billing. Track commitments, approvals, deliverables, and deadlines and proactively follow up to ensure timely completion. Assist with travel, reimbursements, purchasing requests, visitor coordination, and other administrative transactions. Identify opportunities to improve administrative workflows, templates, tracking systems, and communication processes. Perform other related administrative and research support duties as assigned.

Job Summary

Manages and monitors financial components of center research labs and coordinates repair and maintenance of equipment.

Essential Functions

Provides comprehensive administrative and research support to faculty leadership and associated academic, research, and operational programs. Serves as liaison among faculty, students, collaborators, research administration, and operational teams. Coordinates calendars, meetings, events, documents, communications, proposal materials, and recurring administrative deadlines. Supports preparation of foundation and other grant applications by collecting and formatting institutional documents, maintaining biosketches and investigator materials, coordinating letters of support, monitoring submission requirements, and working with University pre award personnel. Provides administrative support for the faculty member’s participation as Principal Investigator, Co Principal Investigator, or Co Investigator on sponsored projects. Coordinates monthly billing activities with program, finance, and University administrative teams. Tracks required inputs, follows up on outstanding items, and ensures billing packages are complete and submitted on schedule. Requires excellent organizational skills, attention to detail, discretion, independent judgment, and the ability to manage multiple concurrent priorities. University of Pittsburgh experience preferred. Works under general direction and independently manages routine administrative activities, establishes priorities, monitors deadlines, and escalates issues requiring faculty or institutional decisions. Exercises judgment in coordinating schedules, communications, proposal materials, meetings, and billing workflows while following University policies and established procedures. Requires strong organizational and problem solving skills together with professionalism and discretion when handling confidential information. Ability to work independently required.

Physical Effort

Reading small print, bending and lifting to put away lab and office supplies. Sitting and standing for long periods. Walking around campus to attend meetings and make deliveries when necessary. Lifting up to 20 pounds. Ability to work in an office cubical setting under standard lighting.

Assignment Category: Full-time regular

Job Classification: Staff.Central Fiscal Administrator

Job Family: Finance & Procurement

Job Sub Family: Financial Planning & Analysis

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 1

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: 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: Not Applicable

Required Documents: Resume, Cover Letter

Optional Documents: Not Applicable