Technology Programs Administrative Assistant

ARM Institute; Pittsburgh (Allegheny County); Hybrid; USD 52,000 - 76,000; Full time

Job summary

The ARM Institute seeks a Technology Programs Administrative Assistant to provide comprehensive administrative and operational support to the Technology Programs team in Pittsburgh, with a hybrid work arrangement.

Reporting to the Senior Director of Technology Programs, you will coordinate project activities, maintain program documentation, prepare reports and presentations, organize meetings, and support day-to-day operations.

Qualifications

• High School diploma required.
• 3+ years of administrative, project coordination, operations, or program support experience.
• Advanced proficiency in Microsoft Office Suite and Microsoft Teams.
• Excellent organizational and written/verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Coordinate project kickoff meetings and recurring meetings.
• Prepare agendas, capture meeting notes, document action items, and track follow-up activities.
• Maintain project schedules and calendars.
• Organize and maintain operational project files, including OneDrive and Salesforce.
• Ensure proper document naming conventions, version control, and records management.
• Upload project deliverables to sponsor portals and collaboration platforms.
• Maintain project documentation throughout the project lifecycle.
• Prepare weekly status updates and program reports.
• Coordinate invoices and travel arrangements and expense reporting.
• Support onboarding and documentation requests.

Skills

Microsoft Office Suite

Microsoft Teams

Organization & time management

Written and verbal communication

Multitasking

Professionalism & discretion

Confidentiality

Education

Associate's or Bachelor's degree in Business Administration, Communications, Project Management, or related field

Tools

Salesforce

CRM platforms

Job description

• Maintain standardized report templates.

Company Description

The ARM Institute leverages a robust consortium of 500+ consortium members and partners across industry, academia, and government to strengthen and grow US manufacturing. The ARM Institute does this by catalyzing solutions that drive the adoption of robotics and physical AI. With a forward‑looking focus on innovative, yet practical, technology and workforce development solutions and leveraging the nation’s largest consortium of automation experts, the ARM Institute asserts the United States as leading nation in manufacturing output through the adoption of robotics and AI. As a Manufacturing Innovation Institute (MII) and part of the Manufacturing USA® network, the ARM Institute team plays a critical, national role in driving the innovations needed to grow US manufacturing.

Position Overview

The ARM Institute is seeking a Technology Programs Administrative Assistant to provide comprehensive administrative and operational support to the Technology Programs team. Reporting to the Senior Director of Technology Programs, this role partners with Program Directors and Project Managers to coordinate project activities, maintain program documentation, prepare reports and presentations, organize meetings, and support the day‑to‑day administrative operations of the department.

The Technology Programs Administrator plays a key role in ensuring projects remain organized, documentation is maintained, and administrative processes are executed efficiently, enabling technical staff to focus on project delivery, member engagement, and strategic initiatives.

This hybrid position is based in Pittsburgh, Pennsylvania, and requires collaboration with internal staff, consortium members, sponsors, and external partners.

Responsibilities

Project Administration

• Coordinate project kickoff meetings, recurring meetings, and customer meetings.
• Prepare agendas, capture meeting notes, document action items, and track follow‑up activities.
• Maintain project schedules and calendars.
• Organize and maintain operational project files, to include OneDrive and SalesForce.
• Ensure proper document naming conventions, version control, and records management.
• Upload project deliverables to sponsor portals and collaboration platforms.
• Maintain project documentation throughout the project lifecycle.

Program Reporting

• Compile weekly activity reports (WARs), quarterly reports, program metrics, and executive summaries.
• Gather status updates from Project Managers and Program Directors.
• Prepare PowerPoint presentations for leadership meetings and program reviews.
• Maintain standardized report templates.

Operational Support

• Coordinate invoices and administrative documentation.
• Track administrative project deadlines and deliverables.
• Assist with travel arrangements and expense reporting.
• Coordinate visitor logistics, workshops, demonstrations, and program events.
• Maintain ensure distribution lists are updated.

Department Administration

• Prepare Technology Programs staff meeting materials.
• Support onboarding activities for new Technology Programs employees.
• Maintain departmental standard operating procedures and templates.
• Assist with any documentation requests.
• Coordinate office and project supply requests.
• Support continuous process improvement initiatives.

Collaboration

• Serve as the primary administrative resource for the Technology Programs department.
• Collaborate with Finance, Contracts, HR, Business Development, Communications, and Executive Administration to ensure smooth execution of departmental activities.
• Build productive working relationships with project teams, members, sponsors, and external partners.

Qualifications

Required Qualifications

• High School diploma required.
• Three or more years of administrative, project coordination, operations, or program support experience.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
• Experience with Microsoft Teams.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast‑paced environment.
• High level of professionalism and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.

Preferred Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Communications, Project Management, or a related field.
• Experience supporting engineering, technology manufacturing, or research organizations.
• Experience using Salesforce, or similar CRM platforms.
• Experience supporting government‑funded programs or nonprofit organizations.
• Experience in maintaining project documentation and reports.
• Experience coordinating meetings, events, and travel.

Why ARM?

At ARM Institute, you’ll help accelerate the adoption of robotics and AI technologies that strengthen U.S. manufacturing. You’ll collaborate with leading manufacturers, technology companies, startups, researchers, and government partners on projects with national impact while helping shape the future of advanced manufacturing.

We believe diversity is essential to our organization’s growth and success. We strive to create an inclusive, welcoming culture and seek individuals of all backgrounds to join our innovative organization.

ARM Institute is an Equal Opportunity Employer.

Join us in advancing the future of U.S. manufacturing.