Administrative Assistant

University of Pittsburgh

Pittsburgh (Allegheny County)

On-site

USD 24,000 - 31,000

Full time

29 hours ago

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Job summary

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. The role emphasizes scheduling, reception, document preparation, and routine purchasing tasks in a busy academic setting.

Responsibilities include coordinating meetings, managing calendars, handling confidential information,

Qualifications

Excellent time management and organizational skills are required.
Strong verbal and written communication skills are essential.
Strong customer service skills with a professional demeanor.
Proficiency in Microsoft Office Suite for daily clerical tasks.
Attention to detail, flexibility, and problem-solving ability are needed.

Responsibilities

Schedule and coordinate meetings, appointments, and calendars.
Greet visitors and provide front-desk support via phone, email or in person.
Maintain files, enter data, track deadlines, and coordinate interdepartmental communication.
Identify and suggest process improvements to increase efficiency and accuracy.
Type, format, and proofread letters, memos, and reports while handling confidential information.
Place routine office supply orders; verify invoices and supplier communications.
Perform general clerical duties including filing, copying, scanning, and mail handling.
Assist with travel arrangements, expense reports, and university travel policy compliance.
Handle student records and maintain curricula in the associated systems.

Skills

Time management

Verbal & written communication

Customer service

Microsoft Office Suite

Attention to detail

Independent & collaborative work

Education

Associate's Degree

Tools

Microsoft Office Suite

Job description

Performs administrative assistant support work of moderate complexity.

Nurs-Nurse Anesthesia

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