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Administrative Coordinator

Position Information

Position Information

Date Posted 09/08/2017
Open Until Filled No
Anticipated Application Deadline (Close date) 11/17/2017
Working Title Administrative Coordinator
Job Classification Administrator II
Department Name 23204-Mechanical Engineering and Materials Science
Job Type Staff
Position Number 0134917
Hiring Range TBD based on qualifications
Position Description

The Administrative Coordinator will provide advanced professional administrative support to the Chairman and the Department Administrator in the Department of Mechanical Engineering and Materials Science of the Swanson School of Engineering. The incumbent will be responsible for performing daily administrative support functions ensuring to operate in a highly professional and confidential manner. He/she will be responsible for overseeing development and maintenance of the Department’s website, conducting and generating data analyses, and drafting formal correspondence, memorandums, and other confidential documents as directed. The incumbent will also be responsible for organizing and maintaining a calendar and agenda for meetings, events, conferences, travel arrangements, and all other logistical needs for the Chairman.

In addition, the incumbent will be responsible for managing faculty searches, assisting new faculty with the onboarding process, coordinating meetings, maintaining departmental website, arranging for research rooms, and performing other administrative duties as needed. The incumbent must demonstrate the ability to manage the challenges of supporting senior level personnel, exercising flexibility and efficiency at all times.

As Administrative Coordinator, the incumbent must be congenial and have excellent interpersonal skills and be able to function in a team environment. The incumbent must demonstrate exceptional communication and organizational skills as well as the ability to be flexible when working under deadlines and operate with a high degree of autonomy and discretion. The incumbent must also demonstrate the ability to function efficiently with a high degree of accuracy and confidentiality.

Education Required Baccalaureate
Minimum Related Experience Level Required 2-3 years experience
Additional Education and/or Experience Essential to the Position

Prior experience in an administrative role is preferred. Experience in an academic setting is strongly desired.

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.

Background Check For position finalists, employment with the University will require successful completion of a background check.
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. Resume
Optional Documents
  1. Cover Letter