Business Team Administrative Assistant

Business Team Administrative Assistant Office of the SVC and Provost \- Pennsylvania\-Pittsburgh \- (26003983\) The Office of the SVC and Provost is seeking an administrative assistant to provide support for the Business Operations Team and serve as a receptionist for busy OTP suite including greeting, welcoming and directing visitors appropriately. Responsible for providing administrative support to the Business \& Operations team. Tasks include scheduling meetings, making travel arrangements and submitting travel reimbursement documentation. Maintaining basic tracking reports and databases for the Business \& Operations team, such as annual memberships/subscriptions, software licenses, hardware purchases, etc. Accountable for maintaining order in the conference room and cleanliness of kitchen. This role requires strong attention to detail and organizational skills, the ability to be proactive and take initiative, exceptional and error\-free written communication, the ability to balance multiple projects, and the capacity to react to changing priorities in a fast\-paced environment. This position requires the incumbent to possess professional savvy, complete discretion and confidentiality, and the ability to synthesize information and change course fluidly when necessary. Job Summary Performs administrative assistant support work of moderate complexity. Essential Functions Provide administrative support to the Business Team, including HR, finance, facilities, and operational functions. Serve as the first point of contact for visitors, faculty, staff, and external partners by providing professional customer service in person, by phone, and via email. Schedule meetings, appointments, and interviews, coordinating calendars and preparing meeting materials as needed. Prepare, proofread, and distribute correspondence, reports, spreadsheets, and other business documents. Maintain accurate electronic and paper filing systems while ensuring confidentiality of sensitive information. Assist with data entry, recordkeeping, and tracking of personnel, financial, and operational information. Process routine administrative transactions using University systems and Microsoft Office applications. Coordinate office logistics, including ordering supplies, managing shared resources, and assisting with equipment requests. Support onboarding activities for new employees, including coordinating paperwork, workspace preparation, and communication with campus partners. Assist with planning and coordinating meetings, trainings, and special events. Minimal budget oversight and account reconciliation Perform routine research, compile information, and prepare reports to support departmental initiatives. Maintain effective working relationships with colleagues across the Office of the Provost and the University. Prioritize multiple assignments, meet deadlines, and adapt to changing priorities in a fast\-paced environment. Perform other related duties as assigned. Preferred Knowledge, Skills, and Abilities Excellent organizational and time management skills. Strong written and verbal communication skills. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, and Teams). Ability to handle confidential information with professionalism and discretion. Strong attention to detail and accuracy. Ability to work independently while contributing effectively as part of a collaborative team. Experience learning and utilizing new software systems. Physical Effort Must be able to sit or stand for prolonged periods of time. The University of Pittsburgh is an equal opportunity employer / disability / veteran.* Assignment Category Full\-time regularJob Classification Staff.Administrative Assistant IIJob Family Administrative SupportJob Sub\-Family ClericalCampus PittsburghMinimum Education Level Required Associate's DegreeMinimum Years of Experience Required 3Will 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; 8:30 AM \- 5 PM; 2 \- 3 days in\-person/weekWork Arrangement Hybrid: Combination of On\-Campus and Remote work as determined by the department.Hiring Range TBD Based Upon QualificationsRelocation Offered NoVisa Sponsorship Provided NoBackground Check For position finalists, employment with the University will require successful completion of a background checkChild Protection Clearances Not ApplicableRequired Documents Resume, Cover LetterOptional Documents Not Applicable