Administrative Assistant

Administrative Assistant Nurs-Recruitment and External RelationsThe 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 skillsStrong verbal and written communication skillsStrong customer service skillsProficiency in Microsoft Office SuiteAttention to detail, flexibility, and problem-solving skillsPositive and professional demeanorAbility to work both independently and as part of a team