Senior Administrative Coordinator

University of Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 28,000 - 35,000; Full time

Job summary

The University of Pittsburgh is seeking a Senior Administrative Coordinator to support senior leadership within the Dean's Office. This role manages front office operations, guest reception, and calendar coordination for Associate Deans, while handling faculty actions and related communications.

Responsibilities include organizing events, processing appointments and letters, triaging inquiries, and ensuring efficient office workflows in a busy academic environment on campus.

Qualifications

• Associate's degree or equivalent is required.
• Minimum 5 years of relevant office/administrative experience.
• Experience greeting guests and managing front desk operations.
• Proficiency in Microsoft Word.

Responsibilities

• Provide comprehensive office management to senior leadership.
• Coordinate calendars for Associate Deans and manage meetings.
• Handle emails, mailings, triage phone inquiries, and IT/help desk tickets.
• Support faculty actions, appointments, sabbatical letters, and related processes.
• Plan events and coordinate committees for Faculty Affairs.

Education

Associate's Degree

Tools

Microsoft Word

Job description

Job Description - Senior Administrative Coordinator (26006435)

Office of the Dean-Dietrich School of Arts and Sciences - Pennsylvania-Pittsburgh - ( 26006435 )

The Senior Administrative Coordinator provides comprehensive office management and administrative support to to senior leadership within the Dean's Office. This role oversees front office operations, including greeting and directing guests, retrieving files from offsite storage, monitoring office email correspondence, any mailings, triaging phone inquiries to the Dean's Office, and submitting and tracking IT help tickets and facilities management requests. The Senior Administrative Coordinator manages calendars for the Associate Deans. This role handles a broad range of faculty affairs processing, including secondary and adjunct appointments, tenure and promotion letters, appointment stream letters, Provost and Chancellor letters, and sabbatical letters, working closely with departments to ensure efficient processing of faculty actions. The Senior Administrative Coordinator also coordinates events and committees for Faculty Affairs, including space booking, meeting planning, presentation development, and marketing for programs such as Just-In-Time trainings, DI 2 , Faculty Affairs workshops, co-teaching proposals, the Faculty Grants committee, and the Seminar in Composition for Faculty Fellows.

Job Summary

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions

Ability to work closely with Dean's Office staff. Maintain professional communications, produce professional, error-free work and be proficient in Microsoft Word.

Physical Effort

Position is primary sedentary except for occasional meetings, Pitt events, and occasional campus deliveries.

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

Assignment Category Full-time regular

Job Classification Staff.Administrative Assistant III

Job Family Administrative Support

Job Sub-Family Clerical

Campus Pittsburgh

Minimum Education Level Required Associate's Degree

Minimum Years of Experience Required 5

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 AM – 5:00 PM

Work Arrangement On-Campus: Teams that work on campus, in an office, or in a lab.

Hiring Range $20.50 to $25.62 per hour

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.