AI-Savvy Administrative Coordinator for Faculty Programs

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

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.