Office Coordinator - Military veterans preferred

Office Coordinator

The Recruitment & External Relations (RER) team at the University of Pittsburgh School of Nursing is responsible for student recruitment, marketing, internal and external communications, award nominations, media relations, special events, and the School's website. The department is currently seeking a qualified Office Coordinator. Incumbent must be detail-oriented, able to handle multi-step projects, handle high-stress times/situations, and meet strict deadlines. Excellent technical, organizational, communication skills and grammar are required. Incumbent must be professional, perform detailed work, understand priorities, be able to work both independently and as part of a team, utilize decision making as appropriate, and remain focused when working under pressure.

A minimum of 2 years of experience working in an administrative and/or financial capacity and a bachelor's degree is required. An associate's degree and 4 years of experience may be substituted for the education requirement.

Job Summary

Supervises the day-to-day business operations of a small University academic unit. Enacts short- and long-range plans. Improves overall efficiencies, negotiates and approves agreements, and facilitates human resources actions.

Essential Functions

• Manage multiple department budgets, which includes the following: reconciling accounts, managing backup documentation, tracking expenses, monitoring spending, and advising administration on budget status.
• Maintain purchasing card log/transactions and obtain/maintain backup for charges.
• Manage transfer of expenses to appropriate accounts and assist with the draft of fiscal year budget proposals.
• Prepare expenditure reports; ensure that expenses are being accurately allocated.
• Process account transfers, as appropriate, and prepare for the next fiscal year.
• Responsible for submitting and obtaining documentation, invoices and other paperwork (such as W-9, certificate of insurance, etc.) needed for purchase orders, payments, and contracts. Process these items for approval and payment following the University purchasing policies and protocol.
• Prepare work-related travel and business expense reports and reimbursement.
• Provide support for special events.
• Coordinate travel for individuals within the department and student travel, as needed.
• Maintain a tracking system for select student activities.
• Act as a liaison with internal and external constituents.
• Responsible for general office duties.
• Create surveys and other tracking systems and be able to create reports based on the results.
• Responsible for all human resources activities related to the Department work-study students.

Physical Effort

Must be able to sit or stand for prolonged periods of time. Must be able to lift up to 30 pounds with or without assistance.

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 Category: Full-time regular

Job Classification: Staff.Business Administration Supervisor

Job Family: Business Operations & Administration

Job Sub Family: Operational Leadership

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 2

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, 8:30AM - 5:00PM

Work Arrangement: Monday - Friday, 8:30AM - 5:00PM

Hiring Range: $44,311.00 - $59,082.00 annually.

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: The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Required Documents: Resume, Cover Letter

Optional Documents: Not Applicable




Equal employment opportunity, including veterans and individuals with disabilities.

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