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Executive Assistant

Position Information

Position Information

Date Posted 07/17/2017
Working Title Executive Assistant
Job Classification Administrator II
Department Name 35322-Med-Developmental Biology
Job Type Staff
Position Number 0135132
Hiring Range $26,988.00 - $43,212.00
Position Description

The Executive Assistant will serves in an administrative/professional capacity as Assistant to the Chairman of the Department of Developmental Biology. The incumbent will assist the Chairman with coordinating and scheduling meetings and organization of large-scale departmental events such as Department Retreat, symposia and conferences. The incumbent will draft the Chairman’s correspondence to academic, corporate and governmental institutions. As well as provide editorial assistance on grant and journal manuscripts, and assist with preparation of grant progress reports and regulatory approvals.
The Executive Assistant will be responsible for assisting the Chairman with Material Transfer Agreements, Data Use Agreements, Institutional Review Board (IRB) approvals, and Institutional Animal Use and Care Committee (IACUC) approvals and other research and regulatory processes. The incumbent will coordinate and schedule appointments for department, university and research related activities, and assist with the Chair’s travel arrangements.
Incumbent will be significantly involved in faculty recruitment effort. The Executive Assistant will work with minimal supervision on special projects as assigned, prepares complex reports and proposals, and provide administrative support to faculty and other staff associated with the department.
The position requires an independent worker with initiative to lead projects. Excellent written and oral communication skills are required. Meticulous organizational skills and ability to multi-task are necessary for complex projects. Analytical, interpersonal, and problem-solving abilities required for the smooth operation of Chairman’s office. Advanced computer skills needed to prepare presentations and manuscripts.

Education Required Baccalaureate
Minimum Related Experience Level Required 3-5 years experience
Additional Education and/or Experience Essential to the Position

Minimum of five years experience with an advanced level of executive office management and computer experience. Knowledge of general office policies and procedures essential to perform duties. Attention to detail, expertise with word processing, computer skills, professionalism, proficiency in Microsoft Office.

Required Licenses/Certifications
Child Protection Clearances

The following PA Act 153 clearances and background checks may be 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.

Assignment Category Regular, Full-Time
Percent Effort 100
Scheduled Work Hours 8:30 a.m. - 5:00 p.m.
If Varied Work Schedule, Please Specify
If Part Time, Actual Standard Weekly Hours
Campus Pittsburgh
University Benefits

The University offers an excellent comprehensive benefits package for all full-time and part-time regular employees including:

• Education benefits and a retirement plan with employer match

• Group medical insurance, life insurance, and optional vision and dental insurance

• Free transit service within Allegheny County for employees of the Oakland campus (Port Authority Transit)

• Time off benefits including vacation, sick and personal time

For more information regarding the University’s benefits package, please visit

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a bachelor's degree or will have completed one by the end of this current term?
    • Yes
    • No
  2. * How did you hear of this position at the University of Pittsburgh?
    • Career Development Center (CDC)
    • Chronicle of Higher Education
    • Commonwealth Workforce Development System (Formerly PA CareerLink)
    • Currently a University Employee
    • Pitt Career Services
    • Pittsburgh Post Gazette
    • Pittsburgh Technology Council
    • PittSource Search
    • Referral (Friend, University Employee, etc.), please specify below
    • Internet Search
    • Other: (Please specify below)
  3. Please specify from above (if applicable):

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents