Administrative Assistant II - Pittsburgh, PA
About The Position
The Pulmonary, Allergy, Critical Care, and Sleep Medicine Division (PACCSM) is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative support to faculty and staff within a dynamic academic and clinical environment. The Administrative Assistant will be responsible for managing complex faculty calendars, welcoming and assisting visitors, maintaining department records, performing data entry, and supporting day-to-day office operations. This role will also assist with grant submission processes, coordinate travel arrangements, and prepare travel and business reimbursements in accordance with UPMC and University of Pittsburgh policies and procedures. The ideal candidate will possess strong organizational, communication, and multitasking skills, with the ability to prioritize competing responsibilities while maintaining a high level of professionalism and confidentiality.
Requirements
- Minimum of three (3) years of administrative experience or a related field.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
- Excellent written and verbal communication skills.
- Strong attention to detail and organizational abilities.
- Ability to work independently and as part of a team in a fast-paced environment.
Responsibilities
- Manage complex faculty calendars.
- Coordinate meetings, conferences, retreats, and special events.
- Arrange room reservations and setup, ensuring audiovisual equipment is operational.
- Provide onsite support before, during, and after events.
- Prepare detailed itineraries and facilitate logistics for faculty recruits, guest speakers, and visitors.
- Coordinate domestic and international travel arrangements, including airfare, lodging, ground transportation, and conference registrations.
- Prepare and submit travel and business expense reimbursements through University of Pittsburgh and UPMC systems.
- Process purchase orders and invoices utilizing PantherExpress.
- Support faculty with manuscript preparation and submission activities.
- Manage reference libraries and publication records.
- Assist with credentialing, medical licensure renewals, professional certifications, University of Pittsburgh Physicians (UPP) privileges, and Continuing Medical Education (CME) requirements.
- Maintain and update faculty curriculum vitae (CVs), biosketches, and other professional documentation.
- Answer telephone inquiries.
- Greet and assist visitors.
- Maintain electronic and paper filing systems.
- Prepare research participant packets.
- Organize and pack records for off-site storage.
- Distribute incoming and outgoing mail.
- Conduct interdepartmental mail runs.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
