Administrative Assistant

The University of Pittsburgh is seeking an Administrative Assistant for the Graduate Student Services team at the School of Business. The Administrative Assistant supports the day-to-day operations of Graduate Student Services, with particular emphasis on scheduling, purchasing and disbursement, and general clerical support.

The successful candidate will contribute to the following tasks, with other duties as assigned:
• Schedule meetings and manage calendars in coordination with others, including all scheduling via 25Live and managing room reservations for the Graduate School of Business; provide logistical support during meetings and events
• Access and update PeopleSoft, keeping student and office information accurate, current, and consistent
• Prepare and edit technical documents, including financial reports, presentation materials, and routine correspondence, using established guidelines and formatting
• Play a significant role in assisting the department with purchasing and disbursement, including making minor purchases, collecting payments, verifying billing information, completing and processing disbursement requests, and compiling travel and business expense reports for students and staff
• Perform a variety of clerical duties, including filing paperwork, distributing mail, assisting with travel arrangements, maintaining mailing lists, and data entry
• Answer phone calls, take messages, and transfer callers; respond to inquiries from walk-ins, incoming calls, and emails; greet visitors and provide relevant information to faculty, staff, students, and guests at the Graduate Student Services suite front desk
• Ensure office materials are properly stored and maintain a neat, orderly appearance throughout the suite
• Provide on-site support for events and programming as needed, including day-of event support and assistance with programs such as Orientation, Professional Development Week, and Commencement

Additionally, the successful candidate should have strong interpersonal and technical skills, as well as the ability to work well within a team environment. Attention to detail is essential, as the position involves processing a variety of financial documents and maintaining accurate records across scheduling and student information systems.