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 incumbent will support several faculty members. Tasks can include, but are not limited to, coordinating meetings, maintaining outlook calendars, coordinating travel arrangements, preparing reimbursements for travel, processing invoices for payment, coordinating itineraries and travel for visitors, and maintaining faculty CVs and biosketches. Will assist faculty with the submission of grant applications and data entry. Other basic office duties could include filing, answering the telephone, distributing mail and faxes, interdepartmental mail deliveries, and checking in visitors to the Division. This position will be 100% on campus in the beginning for training purposes, with the potential to become a hybrid role after training.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

Will provide support to multiple faculty in the Division. Will maintain outlook calendars, coordinate all meetings. Build itineraries for visitors and recruits for the Division. Will make travel arrangements for Faculty, Staff and Visitors. Process reimbursements for travel via both Pitt and UPMC applications. Will maintain faculty documents such as CV's, biosketches and manuscript submission. Assist with credentialing and license renewal paperwork. Will assist with the submission of grant applications, which will include data entry. General offices duties such as filing, faxing, answering the telephone, distributing mail and faxes. May deliver interdepartmental mail throughout campus. Greet visitors to the Division.

Physical Effort

Must be able to stand and/or 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

PI256557236

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