Administrative Assistant

Performs administrative assistant support work of moderate complexity. Nurs-Nurse Anesthesia The University of Pittsburgh School of Nursing is seeking a front desk administrative assistant to support department-level operations and the needs of students, faculty, and staff — assisting leadership, welcoming visitors, and providing general clerical support. Scheduling & Meeting Support Schedules and coordinates meetings, appointments, and calendars for staff and/or supervisor(s), resolving conflicts as they arise. Sets up meeting rooms and equipment and provides logistical support during meetings and office events. Front-Desk & Customer Service Responds to routine questions from the public, staff, and students via phone, email, or in person; directs complex inquiries to the appropriate person. General Administrative Support Maintains files and records, enters and updates data, tracks project tasks, and follows up on deadlines. Coordinates communication between departments, staff, and outside contacts such as clients or service providers. Process Improvement Identifies opportunities to improve everyday task efficiency and accuracy, and suggests improvements to supervisors. Assists in rolling out new procedures, tools, or forms as needed. Document Preparation Types, formats, and proofreads letters, memos, reports, and other documents per established templates and style guidelines. Handles confidential information, such as personnel or financial records, with discretion. Purchasing & Vendor Contact Places routine orders for office supplies and materials, tracks receipts and expenses, and verifies invoice accuracy. Contacts vendors regarding order status, pricing, or delivery under supervisor guidance. General Clerical Duties Performs standard office tasks — filing, photocopying, scanning, mail handling, and supply inventory — plus other clerical or project-related tasks as assigned. The Ideal Candidate Will Demonstrate Excellent time management and organizational skills Strong verbal and written communication skills Strong customer service skills, with a positive, professional demeanor Proficiency in Microsoft Office Suite Attention to detail, flexibility, and problem-solving ability Ability to work independently and collaborate with team members Essential Functions Front Desk Reception Answer and direct phone calls; maintain contact lists Greet and assist visitors; provide polite, professional support in person, by phone, and by email Produce and distribute correspondence, memos, letters, faxes, and forms Receive, sort, and distribute mail Maintain supplies inventory: monitor stock levels, anticipate needs, place and track orders, verify receipts Maintain coffee area and bulletin boards Open the front office promptly at 8:00 AM; close out front office duties at end of day Clerical Assistance Perform filing, typing, copying, printing, scanning, and data entry Take accurate dictation and meeting minutes Schedule and coordinate meetings (in person and virtual) Handle sensitive information with discretion and confidentiality Maintain office equipment: complete preventive maintenance, submit repair tickets, track equipment inventory, evaluate new equipment/techniques as needed Travel & Expense Management (Concur, PantherExpress, and Anthony Travel) Arrange faculty travel and process business purchases in a timely manner; provide accurate itineraries Prepare and submit expense reports for reimbursement within 30 days Assist University travel cardholders with card reconciliation Ensure all travel and expense processing follows University of Pittsburgh travel and expense policy Student Records Collect student clinical records from clinical sites Update record-keeping system (Typhon) Update curriculum plans Physical Effort Must be able to stand or sit for prolonged periods of time. The University of Pittsburgh is an equal opportunity employer / disability / veteran. Assignment Category Full-time regular Job Classification Staff.Administrative Assistant II Job Family Administrative Support Job Sub-Family Clerical Campus Pittsburgh Minimum Education Level Required Associate's Degree Minimum Years Of Experience Required 3 Will this position accept substitution in lieu of education or experience? Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement. Work Schedule Monday-Friday 8:30 am • 5:00 pm Work Arrangement On-Campus: Teams that work on campus, in an office, or in a lab. Hiring Range $17.74---$22.17/hr Relocation Offered No Visa Sponsorship Provided No Background Check For position finalists, employment with the University will require successful completion of a background check Child Protection Clearances Not Applicable Required Documents Resume Optional Documents Not Applicable