Administrative Coordinator at University of Pittsburgh – Pittsburgh, Pennsylvania

Administrative Coordinator

Med-Aging Institute - Pennsylvania-Pittsburgh - (26000828)

The Aging Institute is seeking a highly organized, proactive Administrative Coordinator to provide comprehensive administrative and operational support at the Aging Institute. This position will serve as the primary support for Aging Institute faculty ensuring confidentiality of sensitive information. The Administrative Coordinator will be responsible for coordinating Aging Institute special events and will be responsible for providing high level administrative support to numerous faculty members and their laboratories, providing high level customer service to all institute members, triaging requests and solving day to day administrative problems. The ideal candidate will also be responsible for coordinating numerous special events for the institute. Some additional job tasks will be to:

• Provide high level administrative support to numerous faculty members.
• Manage complex calendars and travel coordination.
• Prepare expense reports,
• Coordinate Aging Institute complex special events, including logistics and day-of coordination with adherence to the approved budget.
• Proactively submit any budget exception requests.
• Serve as a liaison between institute members and internal/external stakeholders.
• Provide high level customer service to all institute members, triage inquiries and independently solve day to day administrative problems.
• Research potential vendors, make purchases and pay invoices.
• Coordinate faculty recruitment activities.
• Develop agendas for monthly Aging Institute faculty and administrative lab meetings.
• Prepare, edit and proofread biosketches, CV's, T32 tables, presentation materials and other grant submission documents.
• Ensure proper formatting and adherence to university and sponsor guidelines.
• Prepare, edit and proofread faculty dossier materials.
• Ensure proper formatting and adherence to university guidelines.
• Propose and implement solutions.
• Identify areas for improvement.

Job Summary

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions

Proficiency in Microsoft Office programs is required. Must be experienced with Concur and Panther Express. Must be experienced in providing administrative support to senior roles. Experience in managing calendars and coordinating travel required. The ideal candidate will be able to work independently with minimal supervision, demonstrate strong organizational and communication skills, and effectively plan, prioritize, and coordinate a wide range of projects and tasks.

Work Arrangement: This position is eligible for a hybrid work arrangement following successful completion of the provisional period

Physical Effort

Must be able to move swiftly between office spaces; be able to lift and carry 15 pounds.

Assignment Category: Full-time regular

Job Classification: Staff.Administrative Assistant III

Job Family: Administrative Support

Job Sub Family: Clerical

Campus: Pittsburgh

Minimum Education Level Required: Associate's Degree

Minimum Years of Experience Required: 5

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 8:30am - 5pm (Schedule may vary due to ongoing research/projects)

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