Administrative CoordinatorUniversity of Pittsburgh

Administrative Coordinator

Med-Cardiovascular Institute - Pennsylvania-Pittsburgh - (26000162)

The University of Pittsburgh, Department of Medicine, Division of Cardiology Center for Ultrasound Molecular Imaging and Therapeutics is a high-level Administrative Coordinator to manage multiple complex projects and processes. They will coordinate the Center for Ultrasound Molecular Imaging and Therapeutics activities, provide direct administrative support for both clinical and academic needs for it’s faculty and lab. This will include but not be limited to managing complex meetings and clinical scheduling, grant submission coordination, reimbursements and payment processing, clinical credentialing, and complex travel coordination. This Candidate will also process research subcontracts for cardiology faculty through Panther Express.

Provides high-level administrative support to faculty of the Department of Medicine, Division of Cardiology and Center for Ultrasound Molecular Imaging and Therapeutics and other faculty as assigned. Grant submission coordination, correspondences, complex scheduling, Travel plans, reimbursements, and other payment processing are all part of supporting active research faculty. Liaises with UPMC and UPP faculty and staff to coordinate clinical schedules for faculty. Renews memberships, licenses, and privileges, coordinate renewal of certifications. Provides administrative support for IRB and IACUC protocols as needed. Must possess strong attention to detail and have the ability to work independently, as well as collaboratively. Develop and maintain knowledge of clinical, academic medicine, and research procedures. Must be able to manager competing deadlines.

Candidate will process research subcontract invoices for payment through Panther Express. This process will involve direct contact with the faculty member’s corresponding post-award grant manager who will obtain approval from the faculty member to pay the invoice and provide direction on payment amount and cost center allocation. Must be extremely organized, thorough, and accurate. Must work within deadlines and tight timeframes.

The candidate will act as the primary contact for academic portfolio formatting and editing. This will include editing and formatting CVs, promotion dossiers, endowed chair dossiers, and other academic submissions.

Job Summary

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions

Must be experienced with Microsoft Outlook, Concur, Panther Express, meeting agendas, travel itineraries. Must have excellent communication skills, letter writing and proofreading, and be able to adhere to tight deadlines.

Physical Effort

Must be able to walk between university, UPMC/UPP offices and labs. May require assistance setting up for lab functions, research seminars, etc.

Assignment Category: Full-time regular

Job Classification: Staff.Administrative Assistant III

Job Family: Administrative Support

Job Sub Family: Clerical

Campus: Pittsburgh

Minimum Education Level Required: Associate's Degree

Minimum Years of Experience Required: 5

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: mon-fri standard

Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.

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, Cover Letter

Optional Documents: Not Applicable




Equal employment opportunity, including veterans and individuals with disabilities.

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