Administrative Assistant at University of Pittsburgh – Pittsburgh, Pennsylvania

Administrative Assistant

The temporary Administrative Assistant provides essential support to SHRS Human Resources as well as SHRS Office of Dean by managing document workflows, maintaining organized filing systems, and assisting with operational functions. This position plays a key role in ensuring the timely and accurate processing of correspondence and supporting collaborative staff development initiatives.

Document Management & Filing

• Triage, organize, and maintain departmental files, both digital and physical, ensuring accessibility and accuracy.

• Process and log incoming correspondence, including approximately 400 adjunct renewal letters, with attention to detail and established timelines.

• Handle and route offer letters and other official communications in accordance with departmental procedures.

• Receive, file, and process files related to hiring, appointments, reappointments, promotions, and terminations across employee types.

• Maintain organized records to support audit readiness and compliance.

Staff Development Collaboration

• Collaborate with Human Resources Director to coordinate and support professional development and training sessions.

• Assist in scheduling, logistics, and preparation of materials related to staff learning opportunities.

• Support monthly staff meetings and new employee orientation

• Serve as a point of contact for session communications and follow-up as needed.

General Operations Support

• Provide flexible assistance with day-to-day operational tasks as they arise.

• Support department leadership with administrative functions to maintain smooth office operations.

• Communicate proactively and professionally with internal stakeholders.

Qualifications

• Bachelor’s degree

• 1-year prior experience in an administrative, clerical, or office support role.

• Proficiency with standard office software (Microsoft Office Suite or equivalent).

• Strong organizational skills with the ability to manage high-volume document processing.

• Excellent attention to detail and ability to prioritize tasks in a fast-paced environment.

• Effective written and verbal communication skills.

• Ability to work collaboratively and independently as circumstances require.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Department: SHRS-Office of the Dean

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 1

Work Schedule: to be finalized with supervisor

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

Requested Pay Rate: 20.00

Visa Sponsorship Provided:

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