Administrative Coordinator in Pittsburgh, Pennsylvania at University of Pittsburgh

Administrative Coordinator

Mechanical Engineering and Materials Science - Pennsylvania-Pittsburgh - (26005145)

The Department of Mechanical Engineering & Materials Science at Pitt has state-of-the-art research and educational facilities and strong connections to local industry. Today, Pitt-MEMS features innovative undergraduate and graduate programs and world-class research in advanced manufacturing and design, materials for extreme conditions, soft matter biomechanics, computational and data-enabled engineering, cyber-physical systems and security, and nuclear and other sustainable energies. Our undergraduate and master’s students have an outstanding placement record at leading companies, and our doctoral students have successfully found faculty positions at major universities in the U.S. and abroad, as well as cutting-edge research positions in industry and national laboratories.

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

The Administrative Coordinator will provide advanced professional administrative support to the Chairperson, faculty and the Department Administrator in the Department of Mechanical Engineering and Materials Science of the Swanson School of Engineering. The incumbent will be responsible for performing daily administrative support functions in a highly professional and confidential manner. They will be responsible for overseeing maintenance of the Department’s website, drafting formal correspondence, memorandums, and other confidential documents as directed. The incumbent will also be responsible for organizing and maintaining a calendar and agenda for meetings, events, conferences, travel arrangements, and all other logistical needs for the Chairperson.

In addition, the incumbent will be responsible for coordinating faculty searches, assisting new faculty with the onboarding process, hiring students, processing visa paperwork for international visitors, and coordinating the Department seminar series. The incumbent must demonstrate the ability to manage the challenges of supporting senior level personnel, always exercising flexibility and efficiency.

As Administrative Coordinator, the incumbent must be congenial, have excellent interpersonal skills, and be able to function in a team environment. The incumbent must demonstrate exceptional communication and organizational skills as well as the ability to be flexible when working under deadlines and operate with a high degree of autonomy and discretion. The incumbent must also demonstrate the ability to function efficiently with a high degree of accuracy and confidentiality.

Physical Effort

Mostly sedentary. Must be able to get around a university setting.

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: In agreement with manager

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

Hiring Range: $42,500 - $46,000

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