Trivedi Institute Administrative Support

University of Pittsburgh•Pittsburgh, PA

About The Position

Serves as the primary administrative support to the Director and co-Director of the Trivedi Institute for Space and Global Biomedicine, as well as two Center Directors. Acts as the liaison for high-level and Institute operations spanning research, partnerships, donor relations, multi-institutional scientific collaborations, and executive communications. Manages workflow for a fast-paced, high-visibility research and innovation institute. Assists with strategic planning processes, program development, project tracking, and administrative goals and priorities. Prepares budgetary functions and plans. Serves as the primary administrative and operational support to the Institute Director, co-Director and leadership team. Acts as the Director’s representative and principal liaison among internal and external stakeholders, including Pitt leadership, faculty, donors, partnering institutions (Carnegie Mellon, Cornell, NASA collaborators), scientific teams, students, trustees, and the public. Manages office workflow for the Institute, including meetings, complex calendaring, travel arrangements, briefing materials, agendas, follow-up action tracking, and logistics. Supports planning and execution of strategic initiatives, including Institute build-out (facilities, labs, conference spaces), partnership development, program launches, seed-grant activities, and major research efforts. Coordinates communication and scheduling across multiple time zones for national and international collaborators. Prepares, drafts, and edits reports, scientific meeting summaries, presentations, donor briefings, website content, and high-level correspondence. Supports preparation and monitoring of budgets, expenditures, financial transactions, and internal operations documentation. Tracks deliverables, milestones, and timelines for major Institute programs, including research initiatives, conferences, workshops, and education programs. Plans, organizes, and executes special events including donor engagements, symposia, advisory board meetings, and public outreach events. Maintains organizational systems, databases, and project management tools to support efficient Institute operations. Anticipates the needs of the Director and proactively identifies opportunities to streamline processes, improve workflow, and strengthen stakeholder engagement. Provides support for travel, reimbursement, compliance submissions, onboarding of new team members, and vendor coordination. Supports hiring activities, including interview scheduling, documentation, and onboarding in coordination with HR. Performs other duties as assigned to support the mission of the Institute.

Requirements

Minimum education level required is an Associate's Degree with a minimum of 5 years of experience in a related position.
Requires minimal supervision; work is expected to be performed autonomously.
Qualified applicants will follow prescribed procedures but exercises independent judgment in coordinating complex activities.
Requires advanced problem-solving skills and the ability to manage sensitive information and high-stakes relationships.

Responsibilities

Serves as the primary administrative support to the Director and co-Director of the Trivedi Institute for Space and Global Biomedicine, as well as two Center Directors.
Acts as the liaison for high-level and Institute operations spanning research, partnerships, donor relations, multi-institutional scientific collaborations, and executive communications.
Manages workflow for a fast-paced, high-visibility research and innovation institute.
Assists with strategic planning processes, program development, project tracking, and administrative goals and priorities.
Prepares budgetary functions and plans.
Serves as the primary administrative and operational support to the Institute Director, co-Director and leadership team.
Acts as the Director’s representative and principal liaison among internal and external stakeholders, including Pitt leadership, faculty, donors, partnering institutions (Carnegie Mellon, Cornell, NASA collaborators), scientific teams, students, trustees, and the public.
Manages office workflow for the Institute, including meetings, complex calendaring, travel arrangements, briefing materials, agendas, follow-up action tracking, and logistics.
Supports planning and execution of strategic initiatives, including Institute build-out (facilities, labs, conference spaces), partnership development, program launches, seed-grant activities, and major research efforts.
Coordinates communication and scheduling across multiple time zones for national and international collaborators.
Prepares, drafts, and edits reports, scientific meeting summaries, presentations, donor briefings, website content, and high-level correspondence.
Supports preparation and monitoring of budgets, expenditures, financial transactions, and internal operations documentation.
Tracks deliverables, milestones, and timelines for major Institute programs, including research initiatives, conferences, workshops, and education programs.
Plans, organizes, and executes special events including donor engagements, symposia, advisory board meetings, and public outreach events.
Maintains organizational systems, databases, and project management tools to support efficient Institute operations.
Anticipates the needs of the Director and proactively identifies opportunities to streamline processes, improve workflow, and strengthen stakeholder engagement.
Provides support for travel, reimbursement, compliance submissions, onboarding of new team members, and vendor coordination.
Supports hiring activities, including interview scheduling, documentation, and onboarding in coordination with HR.
Performs other duties as assigned to support the mission of the Institute.