Executive Admin & Leadership Programs Partner

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

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.