Administrative Assistant in Pittsburgh, Pennsylvania at University of Pittsburgh

Administrative Assistant

The Administrative Assistant will provide comprehensive administrative support to multiple faculty members and staff within the Division of Pulmonary, Allergy, Critical Care, and Sleep Medicine.

Responsibilities include managing complex faculty calendars; coordinating meetings, conferences, retreats, and special events; arranging room reservations and setup; ensuring audiovisual equipment is operational; and providing onsite support before, during, and after events. The incumbent will prepare detailed itineraries and facilitate logistics for faculty recruits, guest speakers, and visitors to the Division.

The position is responsible for coordinating domestic and international travel arrangements, including airfare, lodging, ground transportation, and conference registrations for faculty, staff, and prospective recruits. The Administrative Assistant will prepare and submit travel and business expense reimbursements through University of Pittsburgh and UPMC systems, as well as process purchase orders and invoices utilizing PantherExpress.

Additional duties include supporting faculty with manuscript preparation and submission activities, managing reference libraries and publication records, and assisting with credentialing, medical licensure renewals, professional certifications, University of Pittsburgh Physicians (UPP) privileges, and Continuing Medical Education (CME) requirements. The incumbent will maintain and update faculty curriculum vitae (CVs), biosketches, and other professional documentation.

The Administrative Assistant will also perform a variety of general office and administrative duties, including answering telephone inquiries, greeting and assisting visitors, maintaining electronic and paper filing systems, preparing research participant packets, organizing and packing records for off-site storage, distributing incoming and outgoing mail, and conducting interdepartmental mail runs.

An Associate's degree and 3 years experience is required for this position and a Bachelor's degree is Preferred.

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

Department: Med-Medicine

Campus: Pittsburgh

Minimum Education Level Required: Associate's Degree

Minimum Years of Experience Required: 3

Work Schedule: Mon-Fri; 8am-4:30pm

Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab.

Requested Pay Rate: $17 - $22

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

Optional Documents: Cover Letter