Administrative Coordinator

Life in Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 52,000 - 70,000; Full time

Job summary

University of Pittsburgh is seeking an Administrative Coordinator to provide comprehensive administrative, operational, and programmatic support to the Office of Faculty Advancement and Leadership Development (FALD). You will partner with senior leaders, manage calendars, and coordinate faculty events and communications.

The role emphasizes proactive problem-solving, attention to detail, and responsible use of AI and automation to enhance productivity while safeguarding confidential information.

Qualifications

• Provide administrative, operational, and programmatic support to a team advancing faculty success and academic leadership.

Responsibilities

• Provide primary administrative support to Vice Provost and Associate 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 spaces, virtual platforms, agendas, materials, and logistics.
• 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 protecting confidential information.
• Prepare and edit documents such as agendas, meeting briefs, financial reports, presentations, and faculty announcements.
• Assist with budget preparation, purchasing, payment collection, billing verification, vendor quotes and invoices.
• Handle day-to-day clerical needs, manage the centralized FALD email, travel arrangements, and data entry.
• Demonstrate proficiency with Microsoft 365 apps, Teams, Outlook, Excel, PowerPoint, and SharePoint.
• Develop and maintain efficient project-tracking systems using approved tools.
• This is primarily a sedentary, office-based role with potential on-site event support.

Skills

Organizational skills

Proactive

Tech-savvy

Communication

AI tools proficiency

Tools

Microsoft 365

Teams

Outlook

Excel

PowerPoint

SharePoint

Job description

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.

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.

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.

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.