Administrative Coordinator, Pittsburgh, PA

Job Description

Job Description

Administrative Coordinator

Role Type: Full-Time, Regular Employee (Permanent placement on company payroll, not contract/temp)

Shift: Daylight (Monday through Friday, standard business hours — no evenings, weekends, or holidays )

Work Arrangement: Hybrid (3 days on-site: Monday, Wednesday, and Thursday ; 2 days remote: Tuesday and Friday )

Location: Pittsburgh, PA 15219

New Hire Starting Salary Range: $21.14 – $28.00 per hour base wage (After hire, pay increases can be earned, see below).

About the Opportunity

This is a permanent, full-time career opportunity for a highly skilled administrative professional to join the central Training Department within a major behavioral health organization. If selected, you will be hired directly as a regular employee of the organization we represent, placing you on their payroll and making you eligible for full corporate benefits from day one. This is not a temporary or contract assignment. Located at our downtown headquarters in the iconic U.S. Steel Tower, this position offers an excellent hybrid work-life balance with three designated collaborative office days and two work-from-home days each week.

Purpose

The Administrative Coordinator provides comprehensive, high-level operational and administrative support to key executive leadership—including the Chief Operating Officer, Chief Government Program Officer, and Chief Clinical Administrative Officer—as well as the broader Training Department. Acting as a central resource, this role manages complex executive calendars, coordinates inter-departmental operations, and handles sensitive financial administrative tasks. The ideal candidate brings advanced administrative expertise, exceptional organizational judgment, and a proactive approach to keeping executive offices running smoothly.

Responsibilities

• Executive-Level Support: Under general direction, provides dedicated, high-level administrative support to the Chief Operating Officer (COO), Chief Government Program Officer, Chief Clinical Administrative Officer, and the department leaders within the Training division.
• Complex Calendar & Meeting Management: Coordinates highly complex executive calendars, interacting directly with internal and external leadership, stakeholders, and assistants to schedule multi-party meetings, prepare agendas, and book spaces.
• Travel & Expense Management: Arranges comprehensive travel itineraries, processes lodging and transport reservations, and prepares and submits detailed executive expense reports.
• Correspondence & Documentation: Drafts, refines, and distributes professional communications, executive reports, and detailed meeting minutes to stakeholders in a timely, organized manner.
• Onboarding & Training Support: Facilitates the departmental onboarding process for incoming personnel and assists in the operational training of new administrative staff.
• Financial Administration: Processes member payments for regional stakeholders and community committee participants, applying a working knowledge of basic accounting and financial procedures.
• Data Analysis & Presentations: Analyzes complex informational requests to identify operational trends, compiles departmental data, and develops visual presentation materials for executive review.
• Process Improvement: Reviews current administrative procedures and operating practices, proactively proposing and implementing workflows to increase departmental efficiency.

Minimum Essential Requirements

• Education: High school diploma or GED equivalent.
• Professional Experience: Minimum of five (5) years of experience in an increasingly responsible administrative support or executive assistant role.
• Software Mastery: Advanced proficiency across Microsoft Office Suite (including Word, Excel, PowerPoint, Outlook, and Teams), digital calendar systems, and database software.
• Business & Financial Acumen: Advanced knowledge of standard business operations and a working familiarity with basic accounting principles.
• Professional Judgment: Demonstrated ability to handle highly confidential information with absolute discretion, using independent judgment and strong analytical skills.

Performance-Based Earning Potential

This position features an established corporate compensation structure designed to recognize and reward administrative excellence, leadership support milestones, and contributions to operational efficiency. Through dedicated service, mastery of complex executive workflows, and positive annual performance evaluations, coordinators have the structural opportunity to progress up to $35.13 per hour over time within the organization's regional salary scale.

Premier Benefits

• Exceptional Retirement Package: Secure your future with retirement savings accounts featuring competitive company matching structures (up to 8% total contribution framework).
• Comprehensive Healthcare: Direct access to top-tier health, dental, and vision networks with comprehensive medical coverage options for you and your family.
• Generous Paid Time Off & Leave: Enjoy an exceptional PTO accrual structure, wellness programs, and paid parental leave to support an optimal work-life harmony.
• Tuition Assistance: Maximize your academic and professional trajectory with up to $6,000 per academic year in tuition reimbursement, plus exclusive tuition discounts at over 30 partner institutions.