Administrative Assistant - PM&R

University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 24,000 - 31,000; Full time

Job summary

The University of Pittsburgh is seeking an Administrative Assistant II to support 5-7 research faculty in the Department of Physical Medicine and Rehabilitation. The role requires strong communication, organizational, and clerical skills, with duties ranging from manuscript edits and grant submissions to travel coordination and expense reporting.

Hybrid work is available after the provisional period. Proficiency in Concur, Reference Manager, and Microsoft Office (Outlook, Excel, Word,

Qualifications

• A formal education or professional training is preferred.
• Strong communication and organizational abilities are required.
• Ability to work independently with limited supervision and prioritize tasks.

Responsibilities

• Word processing, proofreading, calendar management, meeting scheduling, travel arrangements, and minute taking.
• Procurement of office and lab supplies and equipment via Panthers Express/OneCard or Pitt/UPMC systems; track expenditures.
• Coordinate seminars and guest visits, including travel, room, catering, honoraria, and reimbursements.
• Maintain CVs, biosketches, manuscripts, and grant submissions; organize files and references.
• Perform other duties as assigned.

Skills

Communication skills

Organizational skills

Administrative support

Education

Associate's Degree

Tools

Concur

Reference Manager

Microsoft Office Suite

SharePoint

Job description

Job Description - Administrative Assistant - PM&R (26006485)

Med-Physical Medicine & Rehabilitation - Pennsylvania-Pittsburgh - ( 26006485 )

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.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

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.

Physical Effort

Mostly sedentary.

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 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

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