Technology Programs Administrative Assistant

Advanced Robotics for Manufacturing (ARM) • Pittsburgh, PA

1d • Hybrid

About The Position

The ARM Institute is seeking a Technology Programs Administrative Assistant to provide comprehensive administrative and operational support to the Technology Programs team. Reporting to the Senior Director of Technology Programs, this role partners with Program Directors and Project Managers to coordinate project activities, maintain program documentation, prepare reports and presentations, organize meetings, and support the day-to-day administrative operations of the department. The Technology Programs Administrator plays a key role in ensuring projects remain organized, documentation is maintained, and administrative processes are executed efficiently, enabling technical staff to focus on project delivery, member engagement, and strategic initiatives. This hybrid position is based in Pittsburgh, Pennsylvania, and requires collaboration with internal staff, consortium members, sponsors, and external partners.

Requirements

• High School diploma required.
• Three or more years of administrative, project coordination, operations, or program support experience.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
• Experience with Microsoft Teams.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.

Nice To Haves

• Associate’s or Bachelor’s degree in Business Administration, Communications, Project Management, or a related field.
• Experience supporting engineering, technology manufacturing, or research organizations.
• Experience using Salesforce, or similar CRM platforms.
• Experience supporting government-funded programs or nonprofit organizations.
• Experience in maintaining project documentation and reports.
• Experience coordinating meetings, events, and travel.

Responsibilities

• Coordinate project kickoff meetings, recurring meetings, and customer meetings.
• Prepare agendas, capture meeting notes, document action items, and track follow-up activities.
• Maintain project schedules and calendars.
• Organize and maintain operational project files, to include OneDrive and SalesForce.
• Ensure proper document naming conventions, version control, and records management.
• Upload project deliverables to sponsor portals and collaboration platforms.
• Maintain project documentation throughout the project lifecycle.
• Compile weekly activity reports (WARs), quarterly reports, program metrics, and executive summaries.
• Gather status updates from Project Managers and Program Directors.
• Prepare PowerPoint presentations for leadership meetings and program reviews.
• Maintain standardized report templates.
• Coordinate invoices and administrative documentation.
• Track administrative project deadlines and deliverables.
• Assist with travel arrangements and expense reporting.
• Coordinate visitor logistics, workshops, demonstrations, and program events.
• Maintain ensure distribution lists are updated.
• Prepare Technology Programs staff meeting materials.
• Support onboarding activities for new Technology Programs employees.
• Maintain departmental standard operating procedures and templates.
• Assist with any documentation requests.
• Coordinate office and project supply requests.
• Support continuous process improvement initiatives.
• Serve as the primary administrative resource for the Technology Programs department.
• Collaborate with Finance, Contracts, HR, Business Development, Communications, and Executive Administration to ensure smooth execution of departmental activities.
• Build productive working relationships with project teams, members, sponsors, and external partners.

Benefits

• We believe diversity is essential to our organization’s growth and success. We strive to create an inclusive, welcoming culture and seek individuals of all backgrounds to join our innovative organization.
• ARM Institute is an Equal Opportunity Employer.
• We believe diversity is essential to our organization’s growth and success and strive to create an inclusive, accepting culture and seek individuals of all backgrounds to join our innovative organization. ARM is an equal opportunity employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED