Administrative Assistant at University of Pittsburgh in Pittsburgh, Pennsylvania

Job Description:

Administrative Assistant

The Pulmonary, Allergy, Critical Care and Sleep Medicine Division of the DOM is hiring for an Administrative Assistant. The division is led by division chief Alison Morris, MD and Executive Administrator Barbara Suchonic. The division is made of up approximately 70 clinical staff and over 100 research staff who work in a variety of locations including: Bridgeside Point, Biomedical Science Tower (BST), UPMC Hospitals including Presbyterian, Shadyside, East, Jameson and Mercy. The division provides world class services across 10 inpatient services at five hospitals and over 70,000 outpatient office visits. We have a major research mission that focuses on basic, clinical, and translational research on the lung, microbiome, COVID-19, sleep medicine, and allergy and immunology.

The Division of Pulmonary, Allergy, Critical Care, and Sleep Medicine is looking for an administrative assistant to provide high level administrative support to the Emphysema Research Center and multiple faculty members within the Center. The incumbent will carry out general office duties, such as answering phones, greeting visitors, filing, data entry. The incumbent will work with staff and faculty to schedule meetings and conferences via Outlook, make travel arrangements, and process reimbursements following UPMC and University of Pittsburgh guidelines. A qualified candidate should be proficient in using the Microsoft Office Suite, have strong organizational and communication skills, and a minimum of 3 years experience in a related field.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

Will maintain multiple outlook calendars. Will schedule conferences and prepare the room set-up, AV equipment for conference and clean up after the conference. Will build itineraries for recruits and visitors to the Division. Make travel arrangements (air, hotel, ground, and conference registrations) for faculty, staff, and incoming recruits. Will submit expense reports for travel reimbursement via Pitt and UPMC applications. Assist with manuscript preparation, managing reference libraries, biosketch requests, credentialing, licensure, certifications, UPP privileges, CME, carry out general office duties, such as answering incoming phone calls, greeting visitors, filing, preparing study participant packets, organize, prep and pack files for off-site storage, distributing mail and interdepartmental mail runs. Process purchase orders and invoices in Panther Express for consulting companies. Maintain inventory and ordering of office supplies.

Physical Effort

Must be able to stand/sit for up to 8 hours.

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 II

Job Family: Administrative Support

Job Sub Family: Clerical

Campus: Pittsburgh

Minimum Education Level Required: Associate's Degree

Minimum Years of Experience Required: 3

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; 8am - 4:30pm

Work Arrangement: Monday - Friday; 8am - 4:30pm

Hiring Range: TBD Based Upon Qualifications

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

PI255449914

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