Administrative Assistant

University of Pittsburgh•Pittsburgh, PA

About The Position

The incumbent will be responsible for higher level office support functions. These could include, but are not limited to, coordinating and managing office activities, preparing disbursements, and managing schedules. Performs a variety of clerical duties, including updating content on department website, maintaining school organization charts, filing paperwork, coordinating travel arrangements, resolving travel expenses, and data entry. Manages office workflow, projects, and schedules; serves as primary liaison between internal and external stakeholders. Develops agendas and meeting materials; coordinates special events. Answers telephone, takes messages, and transfers callers; provides information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails. Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support for academic or administrative departments as it relates to administrative tasks.

Requirements

High School Diploma or GED
Experience with administrative duties including scheduling and calendar management
Exceptional organizational, analytical, and problem-solving skills
Excellent communication and interpersonal skills, with the ability to engage diverse stakeholders
Proficiency in core MS Office applications, including Word, Excel, PowerPoint, and Outlook, in addition to Adobe Reader and Acrobat
Ability to anticipate requirements, apply judgement, and choose among widely varying methods and procedures to prioritize and process tasks
Ability to communicate and interact with others at various levels of management, both in person and/or by telephone to conduct business

Nice To Haves

Bachelor's degree

Responsibilities

Coordinate and manage office activities
Prepare disbursements
Manage schedules
Update content on department website
Maintain school organization charts
File paperwork
Coordinate travel arrangements
Resolve travel expenses
Data entry
Manage office workflow, projects, and schedules
Serve as primary liaison between internal and external stakeholders
Develop agendas and meeting materials
Coordinate special events
Answer telephone, take messages, and transfer callers
Provide information and appropriately answer customer inquiries from walk-ins, incoming calls, and emails
Perform a wide variety of complex administrative and office functions independently
Provide specialized technical or project support for academic or administrative departments as it relates to administrative tasks