Administrative & Personnel Coordinator

University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 28,000 - 35,000; Full time

Job summary

The University of Pittsburgh in Pittsburgh is seeking an Administrative Assistant III to support the Office of the Dean and the Department of Civil and Environmental Engineering with a range of complex administrative tasks, calendar and travel management, and coordination of department events.

Requirements include an Associate's degree, 5 years of experience, strong Microsoft Office skills, and HRIS familiarity.

Qualifications

• Associate's degree required.
• Minimum 5 years of experience in administrative roles.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook).
• HRIS experience preferred.
• Hybrid work arrangement (on-campus and remote) as determined by the department.

Responsibilities

• Support Department Chair and Department Administrator with personnel and administrative tasks.
• Process personnel changes in HRIS and maintain employment records (posting, promotions, terminations).
• Draft offer letters and facilitate recruitment processes.
• Manage travel for department staff and process travel card expenditures and reimbursements.
• Assist with and attend department events and graduations as required; manage conference rooms.
• Maintain calendar and meeting schedules; assist with annual departmental reports and faculty meetings.
• Support other Swanson School departments as assigned by the Office of the Dean.

Skills

Organizational skills

Attention to detail

Communication

Professionalism

Service orientation

Education

Associate's Degree

Tools

HRIS

Job description

Engr-Office of the Dean - Pennsylvania-Pittsburgh - ( 26006622 )

This position requires the ability to exercise discretion and maintain confidentiality. Incumbent must display strong organizational skills and the ability to pay close attention to the details in order to avoid errors in writing and other forms of communication. As sometimes the first point of contact for the department for many external visitors, the person in this role must demonstrate a high level of professionalism and service orientation. Candidates will not be considered if cover letter is not included with resume and completed application.

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

This school level position is housed in the Office of the Dean. It is primarily assigned to the Department of Civil and Environmental Engineering and will support both the Department Chair and Department Administrator for the Department of Civil and Environmental Engineering by independently managing personnel and administrative tasks for the department. Human Resources activities include processing personnel changes in the system(posting positions, promotions, terminations, and updating employment records), drafting offer letters and facilitating the recruitment process. Additional duties include travel management, processing of travel card expenditures and expense reimbursements, assistance with and attendance at Fall and Spring CEE graduations and other department events as required, conference room management, and other clerical duties such as providing info for updating our department website and social media forums. The incumbent will assist the Department Chair with various tasks including but not limited to calendar and meeting management, travel management, assistance with the annual report, oversight of faculty searches, and taking minutes of monthly faculty meetings. As part of the Swanson School's shared services model, this position may also support other SSOE departments and programs as assigned by the Office of the Dean.

Physical Effort

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 50 pounds occasionally.

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.

Additional details about Required Licensure/Certification Additional experience may be substituted for degree requirement. University experience highly preferred. Strong history of administrative skills required. Proficiency with Microsoft Office is required (Excel, Word, PowerPoint, Outlook); HRIS experience preferred.

Work Schedule Monday -Friday 8:30 - 5:00 pm

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

Hiring Range $20.50 per hour to $25.62 per hour

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.