Administrative Assistant II

Administrative Assistant II Performs administrative assistant support work of moderate complexity. Essential functions of this role include maintaining the PI's calendar and scheduling internal and external meetings across institutions and time zones, as well as coordinating recurring consortium meetings such as the Steering Committee, Working Groups, Executive Committee, and Core team meetings. The role involves preparing and sending agendas, Teams links, and meeting reminders, and recording, drafting, and distributing accurate meeting minutes with action items, supported by AI generated summaries. It also includes supporting the PI's travel arrangements for conferences, NIH site visits, and consortium retreats, and maintaining shared drives (Teams, SharePoint, Drive) with proper version control and permissions. Additional duties include assisting with the preparation of figures, charts, and tables (non-scientific formatting only), scheduling and coordinating consortium retreats, workshops, and annual meetings, and helping manage outreach and education core activities such as seminars, training events, and TMJ workshops. The role also covers tracking sample shipments, data uploads, imaging progress, and biospecimen inventory; managing attendee lists, registration, room reservations, catering, and travel reimbursements; coordinating submissions for abstract deadlines, society leadership materials, and session planning; tracking the PI's service commitments and external obligations; supporting interactions with patient advocacy groups and community partners; and updating and maintaining the PI's CV. In coordination with the Program Manager, this role maintains up to date databases of publications, presentations, and consortium outputs for annual reporting, and assists with preparing NIH Research Performance Progress Reports (RPPRs). It also involves maintaining regulatory binders and ensuring staff training compliance (CITI, IACUC, HIPAA, OSHA), overseeing data sharing agreements, DUAs, MTAs, BAAs, and confidentiality agreements, and maintaining contact lists for all sites, including PIs, coordinators, trainees, and administrators. The role serves as the first point of contact for collaborative inquiries from NIH program officials, external partners, and industry collaborators, and coordinates newsletter creation and distribution as well as maintenance of the consortium website, including content updates, announcements, and events. It further includes helping the PI prepare for NIH check ins, internal reviews, and consortium wide evaluations; formatting and preparing manuscripts, presentations, biosketches, letters of support, and reports; organizing consortium symposia, workshops (such as TMJ workshops at ORS), and seminars; and assisting in the preparation of communication materials for USASP, ORS, BMES, AADOCR, ITIRM, and similar organizations. Physical Effort: Light - Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 20 pounds occasionally. The University of Pittsburgh is an equal opportunity employer / disability / veteran. Assignment Category: Full-time regular. Job Classification: Staff.Administrative Assistant II. Job Family: Administrative Support. Job Sub-Family: Clerical. Campus: Pittsburgh. Minimum Education Level Required: Associate's Degree. Minimum Years of Experience Required: 3. Will 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. Additional details about Required Licensure/Certification: N/A. Work Schedule: Monday - Friday, 8:30 am - 5:00 pm. Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab. Hiring Range: TBD Based Upon Qualifications. Relocation Offered: No. Visa Sponsorship Provided: No. Background Check: For position finalists, employment with the University will require successful completion of a background check. Child Protection Clearances: Not Applicable. Required Documents: Resume. Optional Documents: Cover Letter. University of Pittsburgh