Office Coordinator - Military veterans preferred

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. The Office Coordinator plays a crucial role in supporting activities related to marketing, recruitment, special events, student affairs, and other student-focused areas – all areas that are integral to our success.

Incumbent must be detail-oriented, able to handle multi-step projects, handle high-stress times/situations, and meet hard deadlines. Excellent technical, organizational, grammar, and communication skills are needed. 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

Incumbent must have a minimum of 2 years of experience working in an administrative and/or financial capacity. A bachelor's degree is preferred. A combination of education and relevant experience may be substituted in lieu of the degree requirement. This role is on-site only and does not have a remote or hybrid work option.

• 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.