Departmental Operations Coordinator -SSOE/IE in Pittsburgh, Pennsylvania at University of Pittsburgh

Departmental Operations Coordinator -SSOE/IE

Engr-Office of the Dean - Pennsylvania-Pittsburgh - (26006650)

The University of Pittsburgh’s Swanson School of Engineering is seeking a Departmental Operations Coordinator. This school-level position is housed in the Office of the Dean. It is primarily assigned to the Department of Industrial Engineering, where it supports the undergraduate program, the Undergraduate Program Director, and the Department Chair. As part of the Swanson School’s shared services model, the position may also support other SSOE departments and programs as assigned by the Office of the Dean.

The ideal candidate is organized, service-oriented, and comfortable managing many deadlines tied to the academic calendar. They will exercise sound judgment and discretion with confidential student and personnel matters and communicate clearly and professionally with students, faculty, staff, and external constituents. The role calls for someone who works well independently and as part of a collaborative administrative team, and who adapts readily as departmental and school needs change.

Preferred Qualifications
Preferred qualifications include experience in higher education academic or student services, familiarity with PeopleSoft or similar student information systems, and proficiency with Microsoft 365. Experience supporting senior-level leadership in an academic setting is also preferred.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

Undergraduate Program Support

• Serves as the primary administrative contact for Industrial Engineering undergraduate students. Handles student inquiries, registration permissions, enrollment support, and referrals to University resources.
• Coordinates course scheduling and classroom requests each term in partnership with the Undergraduate Program Director
• Maintains student records and supports degree audits, transfer credit review, and graduation certification.
• Supports the Undergraduate Program Director with advising logistics, curriculum and catalog updates, and program reporting.
• Coordinates student-facing events and activities, including orientation, recruitment and visit days, senior design activities, and awards.
• Assists with collection, organization, and maintenance of assessment and ABET accreditation data and documentation.
• Maintains program communications, including student email lists

• Performs other related duties as assigned.

Chair Support

• Provides administrative support to the Department Chair, including calendar management, meeting scheduling, and preparation of correspondence and materials.
• Prepares agendas, materials, and minutes for faculty meetings, committees, and advisory board meetings as assigned.
• Coordinates logistics for faculty searches, seminars, visitors, and departmental events.
• Assists with the assembly and tracking of faculty personnel documentation, such as reappointment, promotion, and tenure materials, in coordination with the Department Administrator.
• Performs other related duties as assigned.

Department and School-Level Support

• Processes purchasing requests, and reimbursements in accordance with University policy.
• Provides programmatic and administrative support to other SSOE departments and offices as assigned by the Office of the Dean, including coverage during peak periods and staff vacancies.
• Participates in cross-departmental initiatives to standardize administrative processes across the Swanson School.
• Performs other related duties as assigned.

Physical Effort

Work is primarily sedentary. Occasional standing, walking across campus, and lifting up to 25 lbs. may be required to support events.

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 a.m. - 5:00 p.m

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

Hiring Range: To be determined based on 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

Optional Documents: Not Applicable