Administrative Assistant

The University of Pittsburgh School of Nursing is seeking a front desk administrative assistant to support department-level operations and the needs of students, faculty, and staff — assisting leadership, welcoming visitors, and providing general clerical support.

Scheduling & Meeting Support
Schedules and coordinates meetings, appointments, and calendars for staff and/or supervisor(s), resolving conflicts as they arise. Sets up meeting rooms and equipment and provides logistical support during meetings and office events.

Front-Desk & Customer Service
Responds to routine questions from the public, staff, and students via phone, email, or in person; directs complex inquiries to the appropriate person.

General Administrative Support
Maintains files and records, enters and updates data, tracks project tasks, and follows up on deadlines. Coordinates communication between departments, staff, and outside contacts such as clients or service providers.

Process Improvement
Identifies opportunities to improve everyday task efficiency and accuracy, and suggests improvements to supervisors. Assists in rolling out new procedures, tools, or forms as needed.

Document Preparation
Types, formats, and proofreads letters, memos, reports, and other documents per established templates and style guidelines. Handles confidential information, such as personnel or financial records, with discretion.

Purchasing & Vendor Contact
Places routine orders for office supplies and materials, tracks receipts and expenses, and verifies invoice accuracy. Contacts vendors regarding order status, pricing, or delivery under supervisor guidance.

General Clerical Duties
Performs standard office tasks — filing, photocopying, scanning, mail handling, and supply inventory — plus other clerical or project-related tasks as assigned.

The ideal candidate will demonstrate:

• Excellent time management and organizational skills
• Strong verbal and written communication skills
• Strong customer service skills, with a positive, professional demeanor
• Proficiency in Microsoft Office Suite
• Attention to detail, flexibility, and problem-solving ability
• Ability to work independently and collaborate with team members

The initial assignment for this role will be supporting the Department of Nurse Anesthesia, supporting the operations of the Department and the needs of its students, faculty and staff through assisting Department administration, welcoming visitors and providing general clerical support. The Department of Nurse Anesthesia is led by a distinguished team of CRNA educators and clinical experts dedicated to academic excellence and student success.

About the University of Pittsburgh School of Nursing:
Since its founding in 1939, the University of Pittsburgh School of Nursing has provided faculty and students with the resources and support to generate new healthcare knowledge and the educational foundation to conduct evidence-based practice, engage in scholarly activities, and translate knowledge to improve the delivery of healthcare in Pennsylvania, the nation, and throughout the world.
As one of the nation's elite schools of nursing, Pitt Nursing receives millions of dollars in NIH grant funding each year, and U.S. News & World Report highly ranks multiple academic programs.

Job Summary

Performs administrative assistant support work of moderate complexity.

Front Desk Reception

• Answer and direct phone calls; maintain contact lists
• Greet and assist visitors; provide polite, professional support in person, by phone, and by email
• Produce and distribute correspondence, memos, letters, faxes, and forms
• Receive, sort, and distribute mail
• Maintain supplies inventory: monitor stock levels, anticipate needs, place and track orders, verify receipts
• Maintain coffee area and bulletin boards
• Open the front office promptly at 8:00 AM; close out front office duties at end of day

Clerical Assistance

• Perform filing, typing, copying, printing, scanning, and data entry
• Take accurate dictation and meeting minutes
• Schedule and coordinate meetings (in person and virtual)
• Handle sensitive information with discretion and confidentiality
• Maintain office equipment: complete preventive maintenance, submit repair tickets, track equipment inventory, evaluate new equipment/techniques as needed

Travel & Expense Management (Concur, PantherExpress, and Anthony Travel)

• Arrange faculty travel and process business purchases in a timely manner; provide accurate itineraries
• Prepare and submit expense reports for reimbursement within 30 days
• Assist University travel cardholders with card reconciliation
• Ensure all travel and expense processing follows University of Pittsburgh travel and expense policy

Student Records

• Collect student clinical records from clinical sites
• Update record-keeping system (Typhon)
• Update curriculum plans

Must be able to stand or sit for prolonged periods of time.

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