Department Coordinator

The Department Coordinator will initiate, coordinate, implement and retain electronic documentation for all administrative actions related to the departmental office(s) within the Kenneth P. Dietrich School of Arts & Sciences, Social Sciences Division. Serves as a liaison between the department(s) and the Social Sciences Division Business Office, the Dietrich School Dean’s Office, the Dietrich School Payroll and Sponsored Projects Teams, the Social Sciences Events Team, University Office of International Services and various University Business Offices. Responsibilities include: • Schedules meetings and manages calendars in coordination with others; provides logistical support during meetings and events; records and distributes meeting notes; arranges special events. • Answers phone, takes messages, and transfers callers; provides general information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails. • Performs administrative support activities and department specific technical or operations duties for assigned project with some support from others; serves as liaison between internal and external stakeholders. • Researches and identifies improvements for efficiency and accuracy; participates in the development of new offerings. • Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, and high-level correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials. • Makes purchases, collects payments, and verifies billing information; interacts with vendors on quotes and invoicing. • Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, and data entry.

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions 

Ability to manage projects and supervise delegated workload. Maintain accurate databases. Must command excellent interpersonal and relationship-building skills and the ability to work effectively with a wide range of individuals and constituencies in support of a diverse community. Must have expert verbal and written communication skills. Must be able to work independently as well as part of a larger team. Must be willing to serve as back-up within the functional team environment. Must be flexible, adaptable, and willing to assume responsibility. Strong analytical and problem-solving skills required. Must be proficient in Microsoft Office (Word, Excel, Access, and PowerPoint).

Physical Effort 

Position is primarily sedentary except for occasional campus deliveries.

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.

The University of Pittsburgh requires all Pitt constituents (employees and students) on all campuses to be vaccinated against COVID-19 or have an approved exemption. Visit hr.pitt.edu/contact-ohr to learn more.

 
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, 8:30 a.m. – 5:00 p.m
Work Arrangement Hybrid: Combination of On-Campus and Remote work as determined by the department.
Hiring Range $17.74 to $22.17 per hour
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, Cover Letter
Optional Documents Not Applicable