Serves as the primary support to executive level roles and/or departments and acts as liaison and ensures confidentiality of high-level, sensitive information. Manages office workflow. Assists with strategic planning processes and administrative goals and priorities. Prepares budgetary functions and plans special events.
SVCHS Clinical Trials Organization
As the Administrative Assistant to the Director of Clinical Trials, Development and Operations, provide significant and confidential administrative support for the Senior Vice Chancellor Health Science Clinical Trials Organization department.
Primary responsibilities include: manage daily calendar; handle incoming inquires; compose memos and correspondence; arrange meetings and manage travel itineraries and reimbursements. Manage daily calendar and resolve schedule conflicts; draft correspondence and presentations; responding to many direct inquiries. Must be able to make sound decisions and work independently. Must be able to work under pressure and meet deadlines.
Required to have excellent time management, oral/written communication, and interpersonal skills.
Requires ability to effectively interact with faculty members and staff. Facilitate organization of events and meetings including travel management and expense reimbursement; coordinate catering; and ordering/preparing/assembling/copying/distributing all meeting documentation/materials.
High level of professionalism, accuracy, and attention to detail. Ability to properly handle highly confidential material. Must be detailed oriented and able to organize, prioritize and meet deadlines. Excellent organizational skills.
General office duties: processing office supply orders; organization of highly confidential electronic and paper files; assist with special projects such as compiling distribution lists and preparing mass mailings.
Proficiency with PowerPoint, Excel, Word, other Microsoft Office software, and university systems.
Flexibility, ability to prioritize and responsiveness are essential.
Essential FunctionsThe incumbent must be familiar with audio-visual equipment and office equipment operation, including but not limited to
laptop and desktop computers, cellular and desk phones, fax, copier, scanner, web cam, and digital camera.
Physical EffortModerate activity with extended periods of working at an office desk. Some walking around campus on infrequent basis.
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 CategoryFull-time regular
Job ClassificationStaff.Executive Assistant
Job FamilyAdministrative Support
Job Sub-FamilyClerical
CampusPittsburgh
Minimum Education Level RequiredBachelor's Degree
Minimum Years Of Experience RequiredNo experience required
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 ScheduleMonday - Friday, 8:30 a.m. - 5:00 p.m.
Work ArrangementOn-Campus: Teams that work on campus, in an office, or in a lab.
Hiring RangeTBD Based Upon QualificationsRelocation OfferedNo
Visa Sponsorship ProvidedNo
Background CheckFor position finalists, employment with the University will require successful completion of a background check
Child Protection ClearancesNot Applicable
Required DocumentsResume
Optional DocumentsCover Letter