Office Coordinator

University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 32,000 - 42,000; Full time

Job summary

The University of Pittsburgh is seeking a Receptionist within the Division of Student Affairs on the Pittsburgh campus. The role primarily handles front-desk duties, answers phones, manages calendars, and provides clerical support to the Office of the Dean and senior staff.

This full-time, hybrid position offers front-line customer service, calendar coordination, and administrative assistance, with duties including data entry, mail distribution, and coordinating communications across departments.

Qualifications

• Greets visitors and directs them to appropriate offices.
• Answers telephone, takes messages and transfers calls.
• Schedules appointments and manages calendars.
• Operates standard office equipment including a telephone, copier, fax, and computer.
• Performs clerical duties including filing, mail distribution, and data entry.

Responsibilities

• Greets visitors and checks in customers; directs them to destination or staff.
• Provides excellent customer service in person and by phone.
• Assists with correspondence and communications for the Office of the Dean.
• Maintains appointment calendars for staff and distributes voicemail/email messages.
• Performs general office and clerical tasks as assigned.

Skills

Customer service

Phone etiquette

Education

High School Diploma/GED

Job description

• Coordinating data management.

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.

Student Affairs

Responsibilities

• 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.
• Coordinating data management.
• 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.

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.

Required Documents

Resume, Cover Letter

Optional Documents

Not Applicable