Administrative Assistant - Pittsburgh, PA

Job Description
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The Office of Faculty Affairs is responsible for issues relating to School of Medicine faculty including the development and interpretation of policies and procedures; recruitment promotion and tenure; faculty and chair orientation counseling and mediation; faculty development and governance; grievance and appeal procedures; and contractual compensation and legal issues. The office oversees standing committee operations payroll and human resources functions faculty performance evaluation endowed chairs and professorships statistical reporting and serves as a liaison to the Office of the Senior Vice Chancellor for Health Sciences the Office of the Provost the Office of the Chancellor Office of Legal Counsel the University of Pittsburgh Physicians and UPMC.

Job Summary
Assists in the planning organization and execution of faculty appointments and formal reviews. Drafts and edits written materials and senior leadership communications. Maintains and reviews faculty records.

Essential Functions
The Administrative Assistant will assist the Executive Administrator and staff in the School of Medicine Office of Faculty Affairs. Responsibilities include assisting Committee Coordinators with portfolio review for tenure appointment stream and affiliated faculty actions. Conduct first level analysis of portfolio materials for adherence to School of Medicine portfolio requirements and guidelines and generate written report. Generate Vice Dean letters and other correspondence. Track volunteer faculty appointments (representing approx. 2000 faculty) and coordinate ISMETT faculty appointments for UPMC site in Italy. Main liaison/contact for the tracking of UCR (Under Committee Review) faculty. Provide administrative support to the Schools Executive Committee of the Faculty. Assist with data entry and maintenance of electronic faculty files and other routine office duties.

Physical Effort
Operates computers and other office equipment communicates effectively with management contacts performs well under pressure. Mostly sedentary. May require some light lifting (10-15 lbs.).


The University of Pittsburgh is committed to championing all aspects of diversity equity inclusion and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover belong contribute and grow while honoring the experiences perspectives and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity human dignity and diversity. EOE including disability/vets.


Assignment Category Full-time regular
Job Classification Affairs Assistant
Job Family Human Resources
Job Sub-Family Faculty Records
Campus Pittsburgh
Minimum Education Level Required Bachelors Degree
Minimum Years of Experience Required 1
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. - 4:30 p.m. *A hybrid work arrangement is available likely 2 days onsite and 3 days remote *Departmental training can be completed onsite/in person and virtually. **Only those within commuting distance of the university will be considered
Work Arrangement Hybrid: Combination of On-Campus and Remote work as determined by the department.
Hiring Range Between $17.74 to $22.17 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
Required Documents Resume
Optional Documents Cover Letter