Administrative Skills, Budget Management, Business Operations, Calendar Management, Communication Skills, Customer Support/Service, Data Entry, Detail Oriented, Documentation, Establish Priorities, Finance, Financial Operations, Logistics, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Onboarding, Order Supplies, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Proofreading, Reconciliation, Reimbursement, Reporting Skills, Resource Management, Software Licenses, Spreadsheets, Team Player, Time Management, Transaction Processing/Management, Travel Planning, Writing Skills
''448159'',''true'',''448159'',''false'',''Submission for the position: Business Team Administrative Assistant - (Job Number: 26003983)'',''false'',''448159'',''false'',''true'',''Business Team Administrative Assistant'',''Office of the SVC and Provost'',''Pennsylvania-Pittsburgh'',''26003983'',''!*!
The Office of the SVC and Provost is seeking an administrative assistant to provide support for the Business Operations Team and serve as a receptionist for busy OTP suite including greeting, welcoming and directing visitors appropriately. Responsible for providing administrative support to the Business & Operations team. Tasks include scheduling meetings, making travel arrangements and submitting travel reimbursement documentation. Maintaining basic tracking reports and databases for the Business & Operations team, such as annual memberships/subscriptions, software licenses, hardware purchases, etc. Accountable for maintaining order in the conference room and cleanliness of kitchen. This role requires strong attention to detail and organizational skills, the ability to be proactive and take initiative,
exceptional and error-free written communication, the ability to balance multiple projects, and the capacity to react to changing priorities in a fast-paced environment. This position requires the incumbent to possess professional savvy, complete discretion and confidentiality, and the ability to synthesize information and change course fluidly when necessary.
'','''',''!*!
Performs administrative assistant support work of moderate complexity.
'',''!*!
Performs administrative assistant support work of moderate complexity.
'','''',''!*!
- Provide administrative support to the Business Team, including HR, finance, facilities, and operational functions.
- Serve as the first point of contact for visitors, faculty, staff, and external partners by providing professional customer service in person, by phone, and via email.
- Schedule meetings, appointments, and interviews, coordinating calendars and preparing meeting materials as needed.
- Prepare, proofread, and distribute correspondence, reports, spreadsheets, and other business documents.
- Maintain accurate electronic and paper filing systems while ensuring confidentiality of sensitive information.
- Assist with data entry, recordkeeping, and tracking of personnel, financial, and operational information.
- Process routine administrative transactions using University systems and Microsoft Office applications.
- Coordinate office logistics, including ordering supplies, managing shared resources, and assisting with equipment requests.
- Support onboarding activities for new employees, including coordinating paperwork, workspace preparation, and communication with campus partners.
- Assist with planning and coordinating meetings, trainings, and special events.
- Minimal budget oversight and account reconciliation
- Perform routine research, compile information, and prepare reports to support departmental initiatives.
- Maintain effective working relationships with colleagues across the Office of the Provost and the University.
- Prioritize multiple assignments, meet deadlines, and adapt to changing priorities in a fast-paced environment.
- Perform other related duties as assigned.
Preferred Knowledge, Skills, and Abilities
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams).
- Ability to handle confidential information with professionalism and discretion.
- Strong attention to detail and accuracy.
- Ability to work independently while contributing effectively as part of a collaborative team.
- Experience learning and utilizing new software systems.
'',''!*!
- Provide administrative support to the Business Team, including HR, finance, facilities, and operational functions.
- Serve as the first point of contact for visitors, faculty, staff, and external partners by providing professional customer service in person, by phone, and via email.
- Schedule meetings, appointments, and interviews, coordinating calendars and preparing meeting materials as needed.
- Prepare, proofread, and distribute correspondence, reports, spreadsheets, and other business documents.
- Maintain accurate electronic and paper filing systems while ensuring confidentiality of sensitive information.
- Assist with data entry, recordkeeping, and tracking of personnel, financial, and operational information.
- Process routine administrative transactions using University systems and Microsoft Office applications.
- Coordinate office logistics, including ordering supplies, managing shared resources, and assisting with equipment requests.
- Support onboarding activities for new employees, including coordinating paperwork, workspace preparation, and communication with campus partners.
- Assist with planning and coordinating meetings, trainings, and special events.
- Minimal budget oversight and account reconciliation
- Perform routine research, compile information, and prepare reports to support departmental initiatives.
- Maintain effective working relationships with colleagues across the Office of the Provost and the University.
- Prioritize multiple assignments, meet deadlines, and adapt to changing priorities in a fast-paced environment.
- Perform other related duties as assigned.
Preferred Knowledge, Skills, and Abilities
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams).
- Ability to handle confidential information with professionalism and discretion.
- Strong attention to detail and accuracy.
- Ability to work independently while contributing effectively as part of a collaborative team.
- Experience learning and utilizing new software systems.
'',''!*!
Must be able to sit or stand for prolonged periods of time.
'',''!*!
Must be able to sit or stand for prolonged periods of time.
'',''!*!
The University of Pittsburgh is an equal opportunity employer / disability / veteran.
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