Administrative Assistant II Pittsburgh, PA

The Pulmonary Allergy Critical Care and Sleep Medicine Division (PACCSM) is made of up approximately 70 clinical staff and over 100 research staff who work in a variety of locations including: Bridgeside Point Biomedical Science Tower (BST) UPMC Hospitals including Presbyterian Shadyside East Jameson and Mercy. The division provides world class services across 10 inpatient services at five hospitals and over 70000 outpatient office visits. We have a major research mission that focuses on basic clinical and translational research on the lung microbiome COVID-19 sleep medicine and allergy and immunology.

The Division of Pulmonary Allergy Critical Care and Sleep Medicine is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative support to faculty and staff within a dynamic academic and clinical environment.

The Administrative Assistant will be responsible for managing complex faculty calendars welcoming and assisting visitors maintaining department records performing data entry and supporting day-to-day office operations. This role will also assist with grant submission processes coordinate travel arrangements and prepare travel and business reimbursements in accordance with UPMC and University of Pittsburgh policies and procedures.

The ideal candidate will possess strong organizational communication and multitasking skills with the ability to prioritize competing responsibilities while maintaining a high level of professionalism and confidentiality.

Qualifications:
Minimum of three (3) years of administrative experience or a related field
Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint and Teams)
Excellent written and verbal communication skills
Strong attention to detail and organizational abilities
Ability to work independently and as part of a team in a fast-paced environment

Job Summary
Performs administrative assistant support work of moderate complexity.

Essential Functions
The Administrative Assistant will provide comprehensive administrative support to multiple faculty members and staff within the Division of Pulmonary Allergy Critical Care and Sleep Medicine.

Responsibilities include managing complex faculty calendars; coordinating meetings conferences retreats and special events; arranging room reservations and setup; ensuring audiovisual equipment is operational; and providing onsite support before during and after events. The incumbent will prepare detailed itineraries and facilitate logistics for faculty recruits guest speakers and visitors to the Division.

The position is responsible for coordinating domestic and international travel arrangements including airfare lodging ground transportation and conference registrations for faculty staff and prospective recruits. The Administrative Assistant will prepare and submit travel and business expense reimbursements through University of Pittsburgh and UPMC systems as well as process purchase orders and invoices utilizing PantherExpress.

Additional duties include supporting faculty with manuscript preparation and submission activities managing reference libraries and publication records and assisting with credentialing medical licensure renewals professional certifications University of Pittsburgh Physicians (UPP) privileges and Continuing Medical Education (CME) requirements. The incumbent will maintain and update faculty curriculum vitae (CVs) biosketches and other professional documentation.

The Administrative Assistant will also perform a variety of general office and administrative duties including answering telephone inquiries greeting and assisting visitors maintaining electronic and paper filing systems preparing research participant packets organizing and packing records for off-site storage distributing incoming and outgoing mail and conducting interdepartmental mail runs.

Physical Effort
Must be able to sit/stand for up to 8 hours.


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


Assignment Category Full-time regular
Job Classification Assistant II
Job Family Administrative Support
Job Sub-Family Clerical
Campus Pittsburgh
Minimum Education Level Required Associates 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; 8am - 4:30pm
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 Not Applicable
Required Documents Resume
Optional Documents Cover Letter