The Administrative Assistant will be responsible for the day-to-day support of 5-7 research faculty members in the Department of Physical Medicine and Rehabilitation. Candidate must possess excellent communication, organizational, and administrative skills and be able to appropriately prioritize tasks. Tasks include but are not limited to editing manuscripts and grants for submission to funding agencies, updating CVs and Biosketches, coordinating travel arrangements, preparing expense reports, coordinating visits and events, managing calendars, ordering supplies through various procurement systems, and reconciling/tracking expenditures. Candidate will be responsible for assisting with various seminars, which involve organizational and interpersonal skills. Formal education or professional training is preferred. Incumbent must be able to work independently with limited supervision and must be detail oriented and able to establish priorities appropriately. Position requires knowledge, experience, and proficiency with Concur, Reference Manager, Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Access, SharePoint), and the ability to master other applications as needed.
This position will require on-site work at UPMC Kaufmann in Oakland and may require some on-site training at UPMC Mercy Pavilion. Hybrid work options will be available after successful completion of the new hire provisional period.
Word processing, proofreading, managing calendars, scheduling meetings, monitoring calls, making travel arrangements, and taking meeting minutes.
Purchasing office and laboratory supplies, capital equipment, services, etc. via Panther Express, OneCard, and/or Pitt or UPMC purchase request, communicating with vendors regarding order status and expenditure tracking/reconciling.
Coordinate seminars, events, and guest speaker visits including scheduling, travel arrangements, room and catering arrangements, and processing honorariums and reimbursements.
Updating/editing CVs, Biosketches, manuscripts, grant submissions, and maintaining organized files and electronic databases for manuscript tracking and references.
Completing other duties as assigned.
Performs administrative assistant support work of moderate complexity.
This position will require on-site work at UPMC Kaufmann in Oakland and may require some on-site training at UPMC Mercy Pavilion. Hybrid work options will be available after successful completion of the new hire provisional period.
Word processing, proofreading, managing calendars, scheduling meetings, monitoring calls, making travel arrangements, and taking meeting minutes.
Purchasing office and laboratory supplies, capital equipment, services, etc. via Panther Express, OneCard, and/or Pitt or UPMC purchase request, communicating with vendors regarding order status and expenditure tracking/reconciling.
Coordinate seminars, events, and guest speaker visits including scheduling, travel arrangements, room and catering arrangements, and processing honorariums and reimbursements.
Updating/editing CVs, Biosketches, manuscripts, grant submissions, and maintaining organized files and electronic databases for manuscript tracking and references.
Completing other duties as assigned.
Mostly sedentary.
The University of Pittsburgh is an equal opportunity employer / disability / veteran.
Job Details
- 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
- 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 a.m. - 5:00 p.m.
- Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.
- Hiring Range: $17.74/hr - $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, Cover Letter
- Optional Documents: Not Applicable