Program Administrative Assistant at University of Pittsburgh in Pittsburgh, Pennsylvania

Job Description:

Program Administrative Assistant

The mission of the University of Pittsburgh-Carnegie Mellon University Medical Scientist Program (MSTP) is to prepare its students to become leading physician-scientists who will make discoveries that will significantly advance health and lower the burden of disease. We are committed to building the intellectual, interactive, goal-setting, and technical competencies of our trainees.

The Program Administrative Assistant for the MSTP provides comprehensive administrative support to faculty, assisting with MSTP-related projects and serving as a liaison with the University's accounting teams. Key responsibilities include tracking program outcomes, maintaining contact with graduates, compiling bi-annual newsletters, processing travel reimbursements, updating the department website, and preparing financial reports and procedural manuals. Additionally, the coordinator manages curriculum, handles course registration and grade entry, and provides backup support to the Department Manager as needed. Preference will be given to candidates who have knowledge of research accounting, post-award administration, and budgeting.

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 Program Administrative Assistant for the Medical Scientist Training Program (MSTP) provides comprehensive administrative support to faculty, assisting with all MSTP-related projects and serving as liaison with the University's pre-award and post-award accounting teams. The Program Administrative Assistant also plays a crucial role in tracking program outcomes by maintaining contact with graduates, analyzing CV data, and compiling bi-annual newsletters. Additional Responsibilities include processing travel expense reimbursements, updating the department website, and preparing technical documents such as financial reports and procedural manuals. Additionally, this role involves curriculum management, course registration, grade entry, and providing backup support to the Department Manager as needed.

Physical Effort

The incumbent must be able to proficiently use various forms of communication, computer/keyboard, ability to read and write documents in various formats (electronic/hard copy) and utilize software programs and University applications. Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

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: Monday - Friday, 8:30 a.m. - 5:00 p.m. with 3 days working on Oakland campus and 2 days remotely each week.**Only candidates who are within commuting distance of the university will be considered.

Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m. with 3 days working on Oakland campus and 2 days remotely each week.**Only candidates who are within commuting distance of the university will be considered.

Hiring Range: $20.50 to $25.62 per hour

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

PI243199108

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