Administrative Assistant

Administrative Assistant Nurs-Recruitment and External Relations

The University of Pittsburgh School of Nursing is seeking a qualified front desk administrative assistant. This role supports the operations of the School at the department level and supports the needs of its students, faculty and staff by assisting department leadership, welcoming visitors, and providing general clerical support.

Scheduling & Meeting Support

Schedules and coordinates meetings, appointments, and calendars for staff and/or supervisor(s), resolving scheduling conflicts as they arise. Sets up meeting rooms and equipment and provides logistical support during meetings and office events.

Front-Desk & Customer Service

Responds to routine questions from the public, staff, and clients via phone, email, or in person, and directs more complex inquiries to the appropriate person.

General Administrative Support

Provides day-to-day administrative support to assigned staff or department, including maintaining files and records, entering and updating data, tracking basic project tasks, and following up on deadlines. Assists in coordinating communication between departments, staff, and outside contacts, such as clients or service providers.

Process Improvement

Notices opportunities to make everyday tasks more efficient or accurate and suggests improvements to supervisors. Assists with rolling out new procedures, tools, or forms when asked.

Document Preparation

Types, formats, and proofreads letters, memos, reports, and other documents according to established templates and style guidelines. Handles confidential information (such as personnel or financial records) with appropriate discretion.

Purchasing & Basic Vendor Contact

Places routine orders for office supplies and materials, tracks receipts and expenses, and helps verify invoices for accuracy. Contacts vendors for basic order status, pricing, or delivery questions under supervisor guidance.

General Clerical Duties

Performs standard office tasks such as filing, photocopying, scanning, mail handling, and maintaining supply inventory. Completes other clerical or project-related tasks as assigned.

The ideal candidate will demonstrate: Excellent time management and organizational skills Strong verbal and written communication skills Strong customer service skills Proficiency in Microsoft Office Suite Attention to detail, flexibility, and problem-solving skills Positive and professional demeanor Ability to work both independently and as part of a team