Administrative Assistant II
Med-Medicine - Pennsylvania-Pittsburgh - (26000497)
The Division of Pulmonary, Allergy, Critical Care, and Sleep Medicine is looking for an administrative assistant to provide high level administrative
support to the Emphysema Research Center, faculty and staff. The incumbent will be responsible for coordinating research participant visits, maintaining faculty and center outlook calendars, greeting visitors, maintaining Center records, data entry and basic office duties. Assist with grant submissions. Will arrange travel and prepare reimbursements for the Center's faculty following UPMC and University of Pittsburgh guidelines. A qualified candidate should be proficient in using the Microsoft Office Suite, have strong organizational and communication skills, and a minimum of 3 years experience in a related field.
Job Summary
Performs administrative assistant support work of moderate complexity.
Essential Functions
Will maintain multiple outlook calendars. Will schedule conferences and prepare the room set-up, AV equipment for conference and clean up after the conference. Will build itineraries for recruits and visitors to the Division.
Make travel arrangements (air, hotel, ground, and conference registrations) for faculty, staff, and incoming recruits. Will submit expense reports for travel reimbursement via Pitt and UPMC applications.
Assist with manuscript preparation, managing reference libraries, biosketch requests, credentialing, licensure, certifications, UPP privileges, CME.
Carry out general office duties, such as answering incoming phone calls, greeting visitors, filing, preparing study participant packets, organize,
prep and pack files for off-site storage, distributing mail and interdepartmental mail runs. Process purchase orders and invoices in Panther Express for consulting companies. Maintain inventory and ordering of office supplies.
Physical Effort
Must be able to sit/stand for up to 8 hours.
Assignment Category: Full-time regular
Job Classification: Staff.Administrative Assistant II
Job Family: Administrative Support
Job Sub Family: Clerical
Campus: Pittsburgh
Minimum Education Level Required: Associate's Degree
Minimum Years of Experience Required: 3
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; 8am - 4:30pm
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
Optional Documents: Cover Letter
Equal employment opportunity, including veterans and individuals with disabilities.
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