Office Coordinator

University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 42,000 - 56,000; Full time

Job summary

University of Pittsburgh’s Global Experiences Office seeks an Office Coordinator to serve as a primary student contact and to manage purchasing, marketing, events, and personnel paperwork. The role supports GEO leadership with contracts, hiring docs, and office processes.

The position requires collaboration with university offices, strong organizational skills, and the ability to work evenings or weekends for events. Hybrid on-campus/remote work is offered.

Qualifications

• Associate's degree required.
• Minimum 3 years of experience.
• Hybrid work arrangement with on-site and remote elements.

Responsibilities

• Serve as first point of contact for students via walk-ins, email, phone.
• Coordinate GEO operations including purchasing, marketing, events, and social media.
• Prepare meeting materials, reports, and correspondence for GEO leadership.
• Manage student records and sensitive information following FERPA and university policies.
• Route agreements and hire letters through DocuSign after leadership approval.

Skills

Customer service

Administrative support

Communication skills

Office coordination

Education

Associate's degree

Tools

DocuSign

Job description

Job Description - Office Coordinator (26006913)

UCIS-Office of the Director - Pennsylvania-Pittsburgh - ( 26006913 )

Job Summary
The Office Coordinator is a key student-facing and operational member of the Global Experiences Office (GEO), reporting to the Associate Director. The position serves as a first point of contact for students, coordinates several of the office’s core operational functions (purchasing, marketing and social media, and events), and provides administrative support to GEO leadership for agreements, hiring paperwork, and other office processes.

As a first point of contact for students exploring global experiences, the coordinator builds a broad understanding of GEO’s programs, policies, and processes in order to answer questions accurately, connect students with the right program staff, and support a high-quality student experience. The coordinator manages assigned operational areas within established GEO and University procedures, handles multiple priorities with minimal supervision, and recommends practical process improvements. The role works closely with GEO leadership and staff and coordinates with University offices and approved vendors as needed; it does not work directly with GEO’s program service providers or partners.

Performs administrative assistant support work of moderate complexity.

Essential Functions

• Respond to student inquiries through walk-ins, appointments, email, and phone; provide information about programs, eligibility, and deadlines.
• Present GEO programs and services to prospective students, parents, visitors, and campus groups.
• Manage the GEO Resource Area and provide day-to-day guidance to student workers.
• Create and schedule social media content and promotional materials that follow University branding and accessibility standards; update assigned website pages.
• Plan and coordinate GEO outreach and information events, including logistics, purchasing, and follow-up; represent GEO at campus events and fairs.
• Coordinate office purchasing within University procedures; verify invoices and work with vendors on quotes and billing.
• Route agreements and hire letters through DocuSign after leadership approval; track status and maintain accurate records.
• Support the program management team with student agreements and related documentation.
• Prepare meeting materials, reports, and correspondence for GEO leadership.
• Handle student records and sensitive information with discretion, following FERPA and University policies.
• Recommend practical improvements to office processes.
• Work occasional evenings and weekends to support events.

Physical Effort

Primarily sedentary office work with extended computer use. Must be able to stand and walk for extended periods at events and occasionally lift up to 10 pounds. Occasional evening and weekend work required.

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 TBD Based Upon 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.