Administrative Assistant

Position Information

Position Information

Date Posted 01/03/2018
Open Until Filled No
Anticipated Application Deadline (Close date) 03/04/2018
Working Title Administrative Assistant
Job Classification Administrator I
Department Name 39074-Clinical and Translational Science Institute
Job Type Staff
Position Number 0136082
Hiring Range TBD based on qualifications
Position Description

The University of Pittsburgh Clinical and Translational Science Institute is seeking a qualified Administrative Assistant. The incumbent will provide administrative support for the faculty and staff of the Clinical and Translational Science Institute (CTSI).
The CTSI Administrative Assistant will manage calendars and schedule meetings for senior CTSI Administrators, including organizing logistics and taking, transcribing, and distributing meeting minutes. The incumbent will respond to telephone and email correspondence, draft and prepare correspondence, maintain electronic files, perform data entry, and maintain databases and spreadsheets. There will be other general clerical duties as necessary.
The incumbent should have experience scheduling large meetings and arranging logistics, preparing materials, and taking and distributing meeting notes. The incumbent will respond via email and telephone with internal and external faculty and staff as directed. The individual will be responsible for managing inventory of program materials and ordering materials as needed following CTSI procedures and will provide shopping duties in the university purchasing system.

Education Required Baccalaureate
Minimum Related Experience Level Required 1-2 years experience
Additional Education and/or Experience Essential to the Position

Bachelor’s Degree in writing related field preferred with 1-2 years experience OR Associates Degree with 3-4 years experience OR High School Diploma with 5-6 years related experience.

Proficiency with PC software (Microsoft Word, PowerPoint, Excel, Outlook, Access, Visio, Endnote) is required. Strong interpersonal, verbal and written communication skills are essential. Must be detail oriented, with the ability to organize, prioritize and meet deadlines. The ability to exercise confidentiality, discretion and a professional demeanor are essential.

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. * 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)
  2. Please specify from above (if applicable):

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents