Administrative AssistantUniversity of Pittsburgh

Qualifications

• Prior administrative or office support experience, preferably in a higher education or library setting.
• Familiarity with University administrative policies and financial systems preferred.
• Demonstrated attention to detail and accuracy.
• Proven organizational and time management skills, with the ability to balance multiple priorities independently.
• Strong written, verbal, and interpersonal communication skills, with an ability to build productive working relationships across diverse stakeholder groups.

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.

The Administrative Assistant provides essential operational, clerical, and data management support to the HSLS Director’s Office, contributing to the smooth functioning of Falk Library leadership and day-to-day operations. In this role, the incumbent maintains accurate records, verifies data, organizes documentation, and assists with routine reporting and project tracking in support of library initiatives. Serving as a knowledgeable resource on University, Health Sciences, and HSLS policies and best practices, the position plays a key role in triaging and resolving administrative requests and directing inquiries to the appropriate office or personnel.

Key Responsibilities

• Scheduling & Meeting Coordination: Manage calendars and coordinate meetings for library leadership; provide internal and external scheduling and logistical support for library-wide meetings.
• Purchasing & Financial Processing: Process departmental and library acquisition purchases; reconcile monthly expense reports and Vincent card payments in accordance with University policy.
• Invoice & Travel Management: Monitor, verify, and process vendor invoices; arrange staff travel logistics and process reimbursement requests efficiently.
• Facilities & Space Management: Serve as the primary liaison and point of contact for facilities, space management, and housekeeping matters.
• Inventory & Office Logistics: Monitor and maintain office and operational supply inventory, coordinating replenishment as needed.
• General Administrative Support: Perform a wide range of administrative, recordkeeping, and filing functions independently.
• Assist with special projects and other duties as assigned by HSLS leadership.

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.