Administrative Assistant II at University of Pittsburgh in Pittsburgh, Pennsylvania

Job Description:

Administrative Assistant II

The Office of Inclusion & Belonging welcomes applications for the Administrative Assistant position at the University of Pittsburgh. This role is critical to the overall success of the department, and we are seeking a highly skilled administrative professional to join our team.

Applicants should have skills to work both as part of a team and in an independent manner, and who enjoy working in an educational environment. This role provides support to the overall success of the department and is a resource connection for student organizations who have an active presence within the department.

The ideal candidate has at least three years of related work experience; experience as a staff member in an office environment; must be able to function professionally and confidentially in a fast-paced environment. Computer literacy is a must (knowledge of Word, Excel, PowerPoint, Microsoft Windows, Microsoft Teams, Outlook). Excellent communication skills (oral and written) are required. A demonstrated commitment to actively contributing to an environment rooted in belonging and supporting the whole student is also required.

The Office of Inclusion & Belonging welcomes applications for the Administrative Assistant position at the University of Pittsburgh. This role is critical to the overall success of the department, and we are seeking a highly skilled administrative professional to join our team.

Applicants should have skills to work both as part of a team and in an independent manner, and who enjoy working in an educational environment. This role provides support to the overall success of the department and is a resource connection for student organizations who have an active presence within the department.

The ideal candidate has at least three years of related work experience; experience as a staff member in an office environment; must be able to function professionally and confidentially in a fast-paced environment. Computer literacy is a must (knowledge of Word, Excel, PowerPoint, Microsoft Windows, Microsoft Teams, Outlook). Excellent communication skills (oral and written) are required. A demonstrated commitment to actively contributing to an environment rooted in belonging and supporting the whole student is also required.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

Performs administrative assistant support work of moderate complexity.

Schedules meetings and manages calendars in coordination with others; provides logistical support during meetings and events; records and distributes meeting notes; arranges special events.

Answers phone, takes messages, and transfers callers; provides general information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails.

Performs administrative support activities and department specific technical or operations duties for assigned project with some support from others; serves as liaison between internal and external stakeholders.

Researches and identifies improvements for efficiency and accuracy; participates in the development of new offerings.

Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, and high-level correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.

Makes purchases, collects payments, and verifies billing information; interacts with vendors on quotes and invoicing.

Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, and data entry.

The job duties outlined in this job description include common job responsibilities for this title and level of jobs and are not intended to cover every duty. The University reserves the right to assign other duties to employees that are not listed in this job description.

Physical Effort

The Administrative Assistant position requires moderate physical effort, including but not limited to the following:

1. Sitting/Desk Work: The role involves prolonged periods of sitting at a desk or workstation to perform tasks such as data entry, answering emails, filing, and other office duties.
2. Standing/Walking: Occasional standing and walking are required to attend meetings, organize files, or move between office spaces on campus. Some travel around the campus or to different departments may be necessary.
3. Lifting/Carrying: The position may require lifting or carrying items weighing up to 25 pounds, such as office supplies, files, or small equipment. Physical assistance with setting up for events or meetings may also be needed.
4. Typing/Computer Use: The role demands frequent use of a computer and keyboard for extended periods, which may lead to repetitive motion or strain on the hands and wrists.
5. Climbing/Stair Use: There may be occasional use of stairs when navigating multi-story buildings or attending meetings in different locations on campus.
6. Handling Office Supplies/Materials: The role requires handling office supplies, filing documents, and occasionally sorting or preparing materials for meetings or events.

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, 8:30 a.m. - 5:00 p.m. with the option to work remotely 2 or more days a week

Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m. with the option to work remotely 2 or more days a week

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: The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Required Documents: Resume, Cover Letter

Optional Documents: Not Applicable

PI255755243

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