Administrative Assistant

''451723'',''true'',''451723'',''false'',''Submission for the position: Administrative Assistant - (Job Number: 26005865)'',''false'',''451723'',''false'',''true'',''Administrative Assistant'',''Falk Library'',''Pennsylvania-Pittsburgh'',''26005865'',''!*!

Qualifications

• Prior administrative or office support experience, preferably in a higher education or library setting.
• Familiarity with University administrative policies and financial systems preferred.
• Demonstrated attention to detail and accuracy.
• Proven organizational and time management skills, with the ability to balance multiple priorities independently.
• Strong written, verbal, and interpersonal communication skills, with an ability to build productive working relationships across diverse stakeholder groups.

'','''',''!*!

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.

'',''!*!

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.

'','''',''!*!

The Administrative Assistant provides essential operational, clerical, and data management support to the HSLS Director's Office, contributing to the smooth functioning of Falk Library leadership and day-to-day operations. In this role, the incumbent maintains accurate records, verifies data, organizes documentation, and assists with routine reporting and project tracking in support of library initiatives. Serving as a knowledgeable resource on University, Health Sciences, and HSLS policies and best practices, the position plays a key role in triaging and resolving administrative requests and directing inquiries to the appropriate office or personnel.

Key Responsibilities

• Scheduling & Meeting Coordination: Manage calendars and coordinate meetings for library leadership; provide internal and external scheduling and logistical support for library-wide meetings.
• Purchasing & Financial Processing: Process departmental and library acquisition purchases; reconcile monthly expense reports and Vincent card payments in accordance with University policy.
• Invoice & Travel Management: Monitor, verify, and process vendor invoices; arrange staff travel logistics and process reimbursement requests efficiently.
• Facilities & Space Management: Serve as the primary liaison and point of contact for facilities, space management, and housekeeping matters.
• Inventory & Office Logistics: Monitor and maintain office and operational supply inventory, coordinating replenishment as needed.
• General Administrative Support: Perform a wide range of administrative, recordkeeping, and filing functions independently.
• Assist with special projects and other duties as assigned by HSLS leadership.

'',''!*!

The Administrative Assistant provides essential operational, clerical, and data management support to the HSLS Director's Office, contributing to the smooth functioning of Falk Library leadership and day-to-day operations. In this role, the incumbent maintains accurate records, verifies data, organizes documentation, and assists with routine reporting and project tracking in support of library initiatives. Serving as a knowledgeable resource on University, Health Sciences, and HSLS policies and best practices, the position plays a key role in triaging and resolving administrative requests and directing inquiries to the appropriate office or personnel.

Key Responsibilities

• Scheduling & Meeting Coordination: Manage calendars and coordinate meetings for library leadership; provide internal and external scheduling and logistical support for library-wide meetings.
• Purchasing & Financial Processing: Process departmental and library acquisition purchases; reconcile monthly expense reports and Vincent card payments in accordance with University policy.
• Invoice & Travel Management: Monitor, verify, and process vendor invoices; arrange staff travel logistics and process reimbursement requests efficiently.
• Facilities & Space Management: Serve as the primary liaison and point of contact for facilities, space management, and housekeeping matters.
• Inventory & Office Logistics: Monitor and maintain office and operational supply inventory, coordinating replenishment as needed.
• General Administrative Support: Perform a wide range of administrative, recordkeeping, and filing functions independently.
• Assist with special projects and other duties as assigned by HSLS leadership.

'',''!*!

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

'',''!*!

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

'',''!*!

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

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