Departmental Operations Coordinator -SSOE/IE

The University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 42,000 - 60,000; Full time

Job summary

The University of Pittsburgh's Swanson School of Engineering is seeking a Departmental Operations Coordinator in the Office of the Dean. This role supports the Industrial Engineering undergraduate program, the Undergraduate Program Director, and the Department Chair, operating within the school’s shared services model.

Ideal candidates are organized, service-oriented, and adept at handling confidential student and personnel matters while communicating clearly with students, faculty, staff, and

Qualifications

• Experience in higher education or student services preferred.
• Familiarity with student information systems (PeopleSoft or similar).
• Proficiency with Microsoft 365 suite.
• Experience supporting senior leadership in academia preferred.

Responsibilities

• Serve as primary admin contact for IE undergraduates; manage inquiries and referrals.
• Coordinate course scheduling and classroom requests with the Undergraduate Program Director.
• Maintain student records, degree audits, transfer credits, and graduation certification.
• Support advising logistics, curriculum updates, and program reporting.
• Coordinate student events; assist with ABET data and documentation.
• Provide calendar management and materials for the Department Chair; assist with meetings.
• Process purchasing requests and reimbursements; support cross-department initiatives.

Skills

Organizational skills

Customer service orientation

Clear communication

Experience in higher education

Experience supporting seniorLeadership

Microsoft 365 proficiency

Education

Associate's Degree

Tools

PeopleSoft

Microsoft 365

Job description

Job Description - Departmental Operations Coordinator -SSOE/IE (26006650)

Departmental Operations Coordinator -SSOE/IE

Engr-Office of the Dean - Pennsylvania-Pittsburgh - ( 26006650 )

The University of Pittsburgh’s Swanson School of Engineering is seeking a Departmental Operations Coordinator. This school-level position is housed in the Office of the Dean. It is primarily assigned to the Department of Industrial Engineering, where it supports the undergraduate program, the Undergraduate Program Director, and the Department Chair. As part of the Swanson School’s shared services model, the position may also support other SSOE departments and programs as assigned by the Office of the Dean.

The ideal candidate is organized, service-oriented, and comfortable managing many deadlines tied to the academic calendar. They will exercise sound judgment and discretion with confidential student and personnel matters and communicate clearly and professionally with students, faculty, staff, and external constituents. The role calls for someone who works well independently and as part of a collaborative administrative team, and who adapts readily as departmental and school needs change.

Preferred Qualifications
Preferred qualifications include experience in higher education academic or student services, familiarity with PeopleSoft or similar student information systems, and proficiency with Microsoft 365. Experience supporting senior-level leadership in an academic setting is also preferred.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions

Undergraduate Program Support

• Serves as the primary administrative contact for Industrial Engineering undergraduate students. Handles student inquiries, registration permissions, enrollment support, and referrals to University resources.
• Coordinates course scheduling and classroom requests each term in partnership with the Undergraduate Program Director
• Maintains student records and supports degree audits, transfer credit review, and graduation certification.
• Supports the Undergraduate Program Director with advising logistics, curriculum and catalog updates, and program reporting.
• Coordinates student-facing events and activities, including orientation, recruitment and visit days, senior design activities, and awards.
• Assists with collection, organization, and maintenance of assessment and ABET accreditation data and documentation.
• Maintains program communications, including student email lists
• Performs other related duties as assigned.

Chair Support

• Provides administrative support to the Department Chair, including calendar management, meeting scheduling, and preparation of correspondence and materials.
• Prepares agendas, materials, and minutes for faculty meetings, committees, and advisory board meetings as assigned.
• Coordinates logistics for faculty searches, seminars, visitors, and departmental events.
• Assists with the assembly and tracking of faculty personnel documentation, such as reappointment, promotion, and tenure materials, in coordination with the Department Administrator.
• Performs other related duties as assigned.

Department and School-Level Support

• Processes purchasing requests, and reimbursements in accordance with University policy.
• Provides programmatic and administrative support to other SSOE departments and offices as assigned by the Office of the Dean, including coverage during peak periods and staff vacancies.
• Participates in cross-departmental initiatives to standardize administrative processes across the Swanson School.
• Performs other related duties as assigned.

Physical Effort

Work is primarily sedentary. Occasional standing, walking across campus, and lifting up to 25 lbs. may be required to support events.

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 To be determined based on 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.