Office Supervisor at University of Pittsburgh – Pittsburgh, Pennsylvania

Office Supervisor

Med-Immunology - Pennsylvania-Pittsburgh - (26002441)

The Department of Immunology is seeking to hire a Full-Time Office Supervisor Position. This position has a Hybrid Work Schedule.

The candidate will serve as the Office Supervisor for assigned Faculty and will report to the Department Administrator. This individual will be the principal liaison for internal and external stakeholders and ensure confidentiality of high-level, sensitive information for assigned Faculty. He/she will assist in strategic planning and management of research meetings, seminars and retreats, including assisting with the Annual Department of Immunology Retreat. The candidate will have fiscal and budgetary responsibilities and will assist with HR responsibilities for assigned Faculty.

1. Serves as Office Admin for assigned faculty and their lab staff. Ensures confidentially of high-level sensitive info. Research and investigate info for assigned faculty as needed, meet, greet and escort visiting guests for meetings/seminars and Other Duties as assigned.

2. Prepare budget, maintain expenses and approval financial transactions for a Dept Research seminar series, faculty mtgs. Process Travel Reimbursements in Concur.

3. Plan and arrange faculty mtgs, Dept Seminar Series, and assist w/Dept of Immunology Annual Retreat.

4. Coordinate, plan and attend lab mtgs requested by the assigned faculty. Generate minutes as well as action items. Timely distribute the minutes and actions items.

5. Schedule & maintain complex calendars for the Faculty. This includes mtgs, travel, seminars, conferences and may need to be in sync w/faculty Gmail calendars.

6. Assist w/HR Responsibilities for assigned faculty and their lab. Assist w/Posting Positions, recruitment/Candidate searches, Appointments/Reappointments, Visas, and Onboardings. This position will also oversee Student Workers and will assist w/ scheduling interviews and coordinate onboarding for new hires.

Job Summary

Oversees administrative operations, facilitates and schedules projects, serves as liaison between internal and external stakeholders, recommends organizational changes to increase effectiveness, and resolves issues. Assists with strategic plans and budgetary functions.

Essential Functions

1. Serves as Office Administrator for assigned faculty and their lab staff.

2. Assist with HR Responsibilities for assigned faculty and those to be recruited as well as members of their research staff that include graduate students, postdoctoral fellows, research technicians and scientists as well as undergraduates.

Physical Effort

Minimal

Assignment Category: Full-time regular

Job Classification: Staff.Office Supervisor

Job Family: Administrative Support

Job Sub Family: Clerical

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.

Additional details about Required Licensure/Certification: A Bachelor's Degree is required, plus 2 years of clerical/administrative experience. Incumbent must possess extensive communication and motivation skills and productively interact with faculty, postdocs, research and administrative staff, graduate students as well as visiting faculty. Experience with Microsoft applications, especially Outlook and Word is preferred. Must be able to work under pressure and meet deadlines.

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: $39,975 to $59,962 Annual.

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

Optional Documents: Cover Letter