Administrative Coordinator

University of Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 45,000 - 65,000; Full time

Job summary

University of Pittsburgh seeks a highly organized Administrative Coordinator to support the Vice Provost, AVP, and FALD Director. The role coordinates leadership development programs, faculty events, communications, scheduling, and office operations.

The ideal candidate embraces continuous improvement, leverages digital technologies (AI/automation), and ensures efficient, accurate service across the unit.

Qualifications

• Minimum education: Associate's Degree.
• At least 5 years of relevant administrative experience.
• Excellent organizational and communication skills.
• Experience with AI tools and automation is a plus.

Responsibilities

• Provide primary administrative support to Vice Provost and Associate Provost and coordinate with the FALD team.
• Manage office workflow, projects, and schedules, and liaise with internal/external partners.
• Maintain a comprehensive FALD calendar of programs, deadlines, milestones, and commitments.
• Schedule and coordinate meetings, interviews, committees, and events with logistics.
• Welcome visitors, callers, and email inquiries with professionalism.
• Exercise independent judgment in routine matters and scheduling challenges.
• Track decisions, deadlines, and follow-up actions.
• Propose practical solutions to improve efficiency and accuracy.
• Use AI tools to streamline workflows and draft materials.
• Prepare/edit agendas, briefs, reports, and presentations.
• Assist with budget, purchasing, payment verification, and invoices.
• Handle clerical needs, travel arrangements, and data entry.
• Demonstrate proficiency with MS 365, Teams, Outlook, Excel, PowerPoint, SharePoint.
• Develop and maintain systems for tracking projects using project management tools.

Skills

Organized

Proactive

Detail-oriented

Technologically proficient

Education

Associate's Degree

Tools

Microsoft 365

Teams

Outlook

Excel

PowerPoint

SharePoint

Job description

Job Description - Administrative Coordinator (26007092)

Office of the SVC and Provost - Pennsylvania-Pittsburgh - ( 26007092 )

The Office of Faculty Advancement and Leadership Development (FALD), located in the Office of the Provost, seeks a highly organized, proactive, technologically proficient Administrative Coordinator to provide exceptional administrative, operational, and programmatic support to a dynamic team advancing faculty success and academic leadership across the University of Pittsburgh.
This position is more than a traditional administrative support role. The successful candidate will be a trusted administrative partner who anticipates needs, exercises sound judgment, manages competing priorities, solves problems independently, and ensures that critical activities move forward efficiently and professionally.
The Administrative Coordinator will support the Vice Provost, Associate Vice Provost, and FALD Director while coordinating leadership development programs, faculty events, communications, scheduling, and office operations.
The ideal candidate is a resourceful, detail-oriented professional who takes ownership of responsibilities, embraces continuous improvement, and confidently leverages digital technologies, including artificial intelligence (AI) and automation tools, to enhance productivity, accuracy, and service.

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

• Provide primary administrative support to Vice Provost and Associate Vice Provost and coordinate with the FALD team
• Manage office workflow, projects, and schedules, and serve as a liaison between internal and external partners
• Maintain a comprehensive FALD calendar of programs, deadlines, milestones, and institutional commitments
• Schedule and coordinate meetings, interviews, committees, and special events, including meeting spaces, virtual platforms, agendas, materials, and logistical arrangements.
• Welcome and assist visitors, callers, and email inquiries with professionalism and care
• Exercise independent judgment in handling routine matters, resolving scheduling challenges, and identifying issues requiring leadership attention.
• Track meeting decisions, commitments, deadlines, and follow-up activities to support timely execution
• Propose practical solutions to problems and identify ways to improve efficiency and accuracy
• Use AI tools thoughtfully and responsibly to streamline workflows, draft and refine materials, and boost productivity, while exercising sound judgment and protecting confidential information
• Prepare and edit documents such as agendas, meeting briefs, financial reports, presentations, preparation of publications, and faculty facing announcements
• Assist with budget preparation, purchasing, payment collection, billing verification, and vendor quotes and invoices
• Handle day-to-day clerical needs, manage the centralized FALD email account, respond to routine requests, travel arrangements, and data entry
• Demonstrate proficiency with contemporary productivity and collaboration tools, including Microsoft 365 applications, Teams, Outlook, Excel, PowerPoint, and SharePoint or equivalent platforms
• Develop and maintain efficient systems for tracking projects, assignments, deadlines, and follow-up activities using approved project management and collaboration tools.

Physical Effort

This is primarily a sedentary, office-based role. It involves extended periods of sitting and working at a computer, along with occasional standing, walking, and bending. Occasionally lifting or moving items up to 15 to 20 pounds (such as event materials or supplies) may be required. The role will also involve some on-site event support, including set-up and extended periods on your feet.

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

Assignment Category Full-time regular

Bargaining Unit Eligibility This position is bargaining unit eligible

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 On-Campus: Teams that work on campus, in an office, or in a lab.

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 Not Applicable

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