Administrative Assistant - Pittsburgh, PA

VetJobs; Pittsburgh (Allegheny County); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Retirement plan

100% University match

Paid holidays

Paid vacation

Parental leave

Flexible schedules

Job summary

The University of Pittsburgh is seeking an Administrative Assistant III to support senior-level roles across departments. This role manages office workflows, coordinates meetings, prepares documents, and assists with budgets and invoicing.

Hybrid work arrangement applies, with on-campus Pittsburgh base and opportunities to coordinate with internal and external stakeholders. Minimum 5 years of experience and an Associate's degree are required.

Qualifications

• Associate's degree required and five years of relevant experience.
• Proven ability to manage budgets and invoicing.
• Hybrid work setup with on-campus presence in Pittsburgh.

Responsibilities

• Supports senior-level roles across departments and coordinates teams.
• Manages office workflow, schedules, and events.
• Handles phone inquiries and directs callers appropriately.
• Prepares and edits financial reports, manuals, and routine correspondence.
• Assists with budget preparations and vendor invoicing.
• Performs data entry and travel arrangements.

Skills

Administrative support

Budget handling

Customer service

Meeting coordination

Document preparation

Education

Associate's Degree

Job description

Job Description

Supports senior-level roles in a wide variety of complex administrative and office functions, as well as specialized technical support for academic or administrative departments.

Serves as the primary support to senior and executive-level roles; coordinates with associated teams.

Manages office workflow, projects, and schedules; serves as primary liaison between internal and external stakeholders. Develops agendas and meeting materials; coordinates special events.

Answers telephone, takes messages, and transfers callers; provides information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails.

Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support for academic or administrative departments as it relates to administrative tasks.

Proposes solutions to moderately complex problems; identifies improvements for efficiency and accuracy.

Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, content on department website, publications, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.

Assists with budget preparations, makes purchases, collects payments, and verifies billing information; assists with vendors on quotes and invoicing.

Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, and data entry.

The University offers:

• A robust retirement savings plan option, including
• 100% University match on employee contribution of 3-8% of base pay
• 150% University match on employee contribution of 3-8% of base pay after vesting.
• Enhanced University match for those nearing retirement
• 11 Paid Holidays
• Paid Vacation, Sick, and Personal Days
• Additional Paid Time Off (Winter Recess) during the period between Christmas and the New Year
• Paid Parental Leave
• Above-average Employer Contribution toward Medical, Prescription Drug, Dental, Vision, Life, STD, and LTD insurance plans
• Flexible Work Schedules.

Job Summary

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions

Supports senior-level roles in a wide variety of complex administrative and office functions, as well as specialized technical support for academic or administrative departments.

Serves as the primary support to senior and executive-level roles; coordinates with associated teams.

Manages office workflow, projects, and schedules; serves as primary liaison between internal and external stakeholders. Develops agendas and meeting materials; coordinates special events.

Answers telephone, takes messages, and transfers callers; provides information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails.

Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support for academic or administrative departments as it relates to administrative tasks.

Proposes solutions to moderately complex problems; identifies improvements for efficiency and accuracy.

Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, content on department website, publications, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.

Assists with budget preparations, makes purchases, collects payments, and verifies billing information; assists with vendors on quotes and invoicing.

Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, and data entry.

Physical Effort

Moderate physical effort required. May be required to stand/move for several hours at a time. May be required to move objects weighing up to 50 pounds, with or without equipment assistance.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category

Full-time regular

Job Classification

Staff.Administrative Assistant III

Job Family

Administrative Support

Job Sub-Family

Clerical

Campus

Pittsburgh

Minimum Education Level Required

Associate's Degree

Minimum Years of Experience Required

5

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 a.m. - 5:00 p.m.

Work Arrangement

Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range

TBD Based Upon Qualifications

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

The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Required Documents

Resume

Optional Documents

Cover Letter, Writing Sample

Auto req ID

480680BR

Minimum Education Required

Associates

Job_Category

Management

City*

Pittsburgh

State*

Pennsylvania

Job Code

Education Educational and Training Services

Affiliate Sponsor

Pitt