Office Coordinator

University of Pittsburgh School of Dental Medicine; Pittsburgh (Allegheny County); Hybrid; USD 38,000 - 52,000; Full time

Job summary

The University of Pittsburgh School of Dental Medicine is seeking an Office Coordinator to support the Office of Student Affairs. The role involves greeting visitors, handling inquiries by phone and email, managing calendars, and assisting with communications and clerical tasks to keep the office running smoothly.

Ideal candidates will have a high school diploma or GED with 1–2 years of experience in customer service or office settings and be proficient in basic word processing, able to learn

Qualifications

• High school diploma or GED required.
• 1–2 years of relevant experience.
• Customer service experience required.
• Some office experience preferred.
• Proficiency in basic word processing and ability to learn general software.

Responsibilities

• Greets and directs visitors to appropriate offices.
• Answers telephone, takes messages, and transfers callers.
• Schedules appointments and manages calendars.
• Operates standard office equipment daily.
• Performs clerical duties including filing and mail distribution.

Skills

Customer service

Calendar management

Communication

Data entry

MS Office

Education

High School Diploma or GED

Tools

MS Office

Job description

Job Description - Office Coordinator (26006152)

Student Affairs - Pennsylvania-Pittsburgh - ( 26006152 )

The Division of Student Affairs is seeking an Office Manager. This position assists in the coordination of activities and provides customer service for the Office of the Vice Provost and Dean of Students office. The incumbent will be responsible for:

• Greeting and directing visitors.
• Providing excellent customer service both in person and over the telephone.
• Assisting the Office of the Dean with correspondence and communications.
• Assisting in maintaining the appointment calendars for office staff.
• Distributing voicemail messages received on the main telephone number.
• Assisting in answering/distributing email messages to the departmental email account.
• General office, administrative, and clerical responsibilities.
• Assisting with student staff supervision.
• Providing support to Senior Executive Assistant to the Vice Provost and the Executive Assistant to the Dean of Students, as well as administrative support for Associate Deans and broader Division of Student Affairs activities.
• Other duties as assigned.

High school diploma or GED and one to two years of relevant experience required. Equivalent combination of education and experience may be substituted for the education/experience requirement per university guidelines. Customer service experience required. Some experience in an office setting preferred; proficiency in basic word processing and ability to quickly learn general computer software applications. Ability to remain helpful and friendly in a fast-paced environment.

Job Summary

Greets visitors and directs them to appropriate offices and meeting rooms. Answers telephone and inquiries, takes messages, and transfers and refers callers. Manages calendars, operates standard office equipment, and performs a variety of clerical work.

Essential Functions

• Greets and checks in customers, clients, and other visitors; directs visitors to appropriate destination and/or employee.
• Answers telephone, takes messages, and transfers callers; provides general information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails.
• Schedules appointments and manages calendars.
• Operates standard office equipment including a telephone, copy machine, fax machine, and computer on a regular basis.
• Performs a variety of clerical duties, including filing paperwork, distributing mail, preparing routine reports, and data entry.

Physical Effort

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category Full-time regular

Job Classification Staff.Receptionist

Job Family Administrative Support

Job Sub-Family Clerical

Campus Pittsburgh

Minimum Education Level Required High School Diploma/GED

Minimum Years of Experience Required No experience required

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 The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.