Academic Administrative Assistant at University of Pittsburgh – Pittsburgh, Pennsylvania

Academic Administrative Assistant

David C. Frederick Honors College-Dean - Pennsylvania-Pittsburgh - (26001845)

The David C. Frederick Honors College is searching for an academic Administrative Assistant to provide essential operational and administrative support to the Chancellor's Scholars Program within the David C. Frederick Honors College (FHC) at the University of Pittsburgh. This position ensures the smooth execution of all recruitment activities targeting high-achieving students from top-tier public and private high schools across the country. The incumbent plays a critical supporting role in coordinating communications, managing logistics, maintaining data systems, and producing materials that advance the FHC's goal of attracting exceptional scholar talent to the Chancellor's Scholars cohort.

Required - Associate's degree or equivalent combination of education and experience. Minimum of three to five years of administrative, office support, or higher education experience.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace. Strong written and verbal communication skills with a professional and welcoming demeanor. Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously. Strong attention to detail and accuracy in data entry, correspondence, and materials preparation.

Preferred- Bachelor's degree in a related field. Experience in an honors college/program, university admissions, recruitment, or student affairs office. Familiarity with CRM or student information systems (e.g., Slate, PeopleSoft, Salesforce). Experience coordinating events or campus visits in a higher education setting.

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

Recruitment Coordination & Logistics: Coordinate scheduling and logistical arrangements for recruitment related travel, including booking flights, ground transportation, hotels, and conference registrations for recruitment fairs and high school visits. Prepare and assemble comprehensive travel packets and school-visit briefing materials for the recruiter prior to each trip, including student prospect profiles, school counselor contacts, and relevant demographic data. Ensure all recruitment events, campus visit days, and internal meetings are accurately scheduled and confirmed. Process travel reimbursements, expense reports, and procurement requests. Communications & Correspondence: Manage the recruitment email inbox, routing inquiries appropriately and responding to routine requests in a timely and professional manner. Prepare and distribute mass mailings of recruitment materials. Serve as a first point of contact for prospective students and families reaching out to the FHC regarding the Chancellor's Scholars program. Campus& Event Support: Coordinate all on-campus recruitment visit logistics, including developing and distributing itineraries for prospective students and their families, reserving venues, arranging catering, and liaising with campus tour guides. Prepare welcome packets, name badges, and informational materials for on campus visit days and recruitment events hosted by the FHC. Marketing & Materials: Maintain and organize a current inventory of all printed and digital recruitment materials, reordering and updating inventory as needed. Support social media content coordination by preparing draft posts, scheduling content, and tracking engagement metrics under the guidance of the FHC office of Marketing and Communications.

Physical Effort

Must be able to sit and/or stand for prolonged periods of time. Must be able to lift /carry up to 20lbs.

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.

Additional details about Required Licensure/Certification: N/A

Work Schedule: M-F 8:30am-5:00pm

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

Hiring Range: $46,300-$49,950 annually

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