Job Information
University of Pittsburgh Administrative Assistant III in Pittsburgh, Pennsylvania
Administrative Assistant III
The primary focus is to provide administrative assistance within the office of Experiential Learning and Professional Engagement. This will include administrative support for the Directors and staff in the Co-op and Internship division, the Global Engagement division, and Career & Industry Engagement.
This focus entails customer service with students and employers, working closely with engineering departments, processing co-op placements/enrollments, Global enrollments, and record keeping regarding employer participation, student rotations, and other duties to maintain and expand student services. This position also entails purchasing for the office, onboarding student workers as needed, as well as balancing monthly ledger reports.
Other main projects include assisting in the coordination of 2 job Co-op & Internship fairs per year; creating 2 ELPE departmental newsletters per year (fall and spring); running class enrollment lists and granting permission codes, lifting holds, collecting and processing approved schedules and co-op acceptance paperwork and maintaining proper enrollment. Student enrollment for Global programs and credits and assisting with coordinating Plus3 dinner. Maintaining lists for fee waivers as needed, coordinating graduation lists for certification and cord awards for both Global and Co-op participants.
Assisting the Director of Career & Industry Engagement with administrative duties involving the intranet, purchases and managing expenses, survey creation and analysis, and other additional duties may be asked from time to time.
Experience with student services, office management, and record keeping is highly beneficial. Excellent communication and interpersonal skills are necessary. The ability to interact with students, employers, faculty, and university administration and staff is mandatory. Accuracy and attention to detail is needed in this role. Must represent SSOE and the Experiential Learning & Professional Engagement office professionally, internally, and externally. Comfortable with utilizing recruiting software, Pitt software systems, and Microsoft office tools.
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
This position primarily involves maintaining paperwork and accurate information with both undergraduate and graduate students that participate in the Cooperative Education and Global programs. This also involves in meeting with students, answering questions, and ensuring they are meeting the program requirements via their schedules and processing credit for successful completion of the program. Proper registration and record keeping is important.
Maintaining accurate employer information and assisting with job postings, registration for events, and additional services also are involved.
The Program Administrator works closely with all staff in the ELPE office, as well as any student employees when applicable.
Physical Effort
Mostly sedentary and able to lift 15lbs. Must be able to walk and attend Cooperative Education and Global programs events held across the campus.
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 disabilit /vets.
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: No Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m. Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m. 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: 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 PI242852029