Administrative Coordinator
Office of the SVC and Provost - Pennsylvania-Pittsburgh - (26007092)
The Office of Faculty Advancement and Leadership Development (FALD), located in the Office of the Provost, seeks a highly organized, proactive, technologically proficient Administrative Coordinator to provide exceptional administrative, operational, and programmatic support to a dynamic team advancing faculty success and academic leadership across the University of Pittsburgh.
This position is more than a traditional administrative support role. The successful candidate will be a trusted administrative partner who anticipates needs, exercises sound judgment, manages competing priorities, solves problems independently, and ensures that critical activities move forward efficiently and professionally.
The Administrative Coordinator will support the Vice Provost, Associate Vice Provost, and FALD Director while coordinating leadership development programs, faculty events, communications, scheduling, and office operations.
The ideal candidate is a resourceful, detail-oriented professional who takes ownership of responsibilities, embraces continuous improvement, and confidently leverages digital technologies, including artificial intelligence (AI) and automation tools, to enhance productivity, accuracy, and service.
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
Provide primary administrative support to Vice Provost and Associate Vice Provost and coordinate with the FALD team
Manage office workflow, projects, and schedules, and serve as a liaison between internal and external partners
Maintain a comprehensive FALD calendar of programs, deadlines, milestones, and institutional commitments
Schedule and coordinate meetings, interviews, committees, and special events, including meeting spaces, virtual platforms, agendas, materials, and logistical arrangements.
Welcome and assist visitors, callers, and email inquiries with professionalism and care
Exercise independent judgment in handling routine matters, resolving scheduling challenges, and identifying issues requiring leadership attention.
Track meeting decisions, commitments, deadlines, and follow-up activities to support timely execution
Propose practical solutions to problems and identify ways to improve efficiency and accuracy
Use AI tools thoughtfully and responsibly to streamline workflows, draft and refine materials, and boost productivity, while exercising sound judgment and protecting confidential information
Prepare and edit documents such as agendas, meeting briefs, financial reports, presentations, preparation of publications, and faculty facing announcements
Assist with budget preparation, purchasing, payment collection, billing verification, and vendor quotes and invoices
Handle day-to-day clerical needs, manage the centralized FALD email account, respond to routine requests, travel arrangements, and data entry
Demonstrate proficiency with contemporary productivity and collaboration tools, including Microsoft 365 applications, Teams, Outlook, Excel, PowerPoint, and SharePoint or equivalent platforms
Develop and maintain efficient systems for tracking projects, assignments, deadlines, and follow-up activities using approved project management and collaboration tools.
Physical Effort
This is primarily a sedentary, office-based role. It involves extended periods of sitting and working at a computer, along with occasional standing, walking, and bending. Occasionally lifting or moving items up to 15 to 20 pounds (such as event materials or supplies) may be required. The role will also involve some on-site event support, including set-up and extended periods on your feet.
The University of Pittsburgh is an equal opportunity employer / disability / veteran.
Assignment Category: Full-time regular
Bargaining Unit Eligibility: This position is bargaining unit eligible
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 a.m. - 5:00 p.m
Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab.
Hiring Range: TBD Based Upon 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, Cover Letter
Optional Documents: Not Applicable
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