School of Nursing - Administrative Assistant at University of Pittsburgh – Pittsburgh, Pennsylvania

School of Nursing - Administrative Assistant

Nurs-Health Promotion & Development - Pennsylvania-Pittsburgh - (26000562)

The University of Pittsburgh School of Nursing is seeking a qualified front desk administrative secretary. 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.

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

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

• Assist department leadership

• Provide clerical support to faculty (data entry, filing, copying, scanning, organizing, test preparation)

• Process travel and business expenses by completing expense reports

• Process Purchase Orders and Invoices

• Assist with travel arrangements and process travel expenses.

• Greet and direct visitors

• Monitor visitor access

• Answer and route calls and provide a professional first impression of the department

• Ensure cleanliness and upkeep department common areas

• Receive, sort, and disseminate mail and deliveries

• Prepare mail and shipments

• Collaborate with team members to ensure smooth operations

• Assist users with faxes, scans, and copies

• Distribute regular and special department communications

• Schedule and coordinate meetings and events

• Maintain department calendars

• Monitor and manage inventory of all office supplies

• Process requisitions, place orders with approved vendors, and ensure timely delivery

• Maintain record of orders and reconcile delivers with Purchase Orders and invoices

• Stock and organize supply rooms, kitchen areas, and other common area

Physical Effort

Primarily sedentary, must be able to sit or stand for prolonged periods of time.

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: 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