Administrative Assistant

University of Pittsburgh • Pittsburgh, PA

5h

About The Position

The temporary Administrative Assistant provides essential support to SHRS Human Resources as well as SHRS Office of Dean by managing document workflows, maintaining organized filing systems, and assisting with operational functions. This position plays a key role in ensuring the timely and accurate processing of correspondence and supporting collaborative staff development initiatives.

Requirements

• Bachelor’s degree
• 1-year prior experience in an administrative, clerical, or office support role.
• Proficiency with standard office software (Microsoft Office Suite or equivalent).
• Strong organizational skills with the ability to manage high-volume document processing.
• Excellent attention to detail and ability to prioritize tasks in a fast-paced environment.
• Effective written and verbal communication skills.
• Ability to work collaboratively and independently as circumstances require.

Responsibilities

• Triage, organize, and maintain departmental files, both digital and physical, ensuring accessibility and accuracy.
• Process and log incoming correspondence, including approximately 400 adjunct renewal letters, with attention to detail and established timelines.
• Handle and route offer letters and other official communications in accordance with departmental procedures.
• Receive, file, and process files related to hiring, appointments, reappointments, promotions, and terminations across employee types.
• Maintain organized records to support audit readiness and compliance.
• Collaborate with Human Resources Director to coordinate and support professional development and training sessions.
• Assist in scheduling, logistics, and preparation of materials related to staff learning opportunities.
• Support monthly staff meetings and new employee orientation
• Serve as a point of contact for session communications and follow-up as needed.
• Provide flexible assistance with day-to-day operational tasks as they arise.
• Support department leadership with administrative functions to maintain smooth office operations.
• Communicate proactively and professionally with internal stakeholders.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees