Administrative Assistant at University of Pittsburgh – Pittsburgh, Pennsylvania

Administrative Assistant

UPCI Basic Research Administration - Pennsylvania-Pittsburgh - (26000965)

This role will support the Associate Director of Research Operations and Shared Resource Management of the UPMC Hillman Cancer Center. Will also support office functions as well as specialized technical support for research and administration. Experience/knowledge with grants, Word, PowerPoint, Excel and Endnote are a plus. The Incumbent will act professionally, often as the first contact with visitors (domestic and international), PITT and UPMC professionals and staff. This position requires a BS degree with 2 or more years of relevant experience. High School Degree / GED acceptable with 6 years of experience or an Associates with 4 years of experience will be accepted.

Job Duties Include:

• Serves as the primary support to senior and executive level roles, coordinates with associated teams.

• Manages office workflow, projects, and schedules; serves as primary liaison between internal and external stakeholders. Develops agendas and meeting materials; coordinates special events.

• Answers telephone, takes messages, and transfers callers; provides information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails.

• Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support for academic or administrative departments as it relates to administrative tasks.

• Proposes solutions to moderately complex problems; identifies improvements for efficiency and accuracy.

• Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, content on department website, publications, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.

• Assists with budget preparations, makes purchases, collects payments, and verifies billing information; assists with vendors on quotes and invoicing.

• Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, and data entry.

The job duties outlined in this job description include common job responsibilities for this title and level of jobs and are not intended to cover every duty. The University reserves the right to assign other duties to employees that are not listed in this job description.

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

Candidate must be organized and detail oriented. Must have excellent verbal and written communication skills and the willingness to work on a variety of tasks.

Physical Effort

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

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: 8:30am - 4:30pm

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

Hiring Range: $37,182.00 - $46,478.00

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