Dean's Office Executive Assistant

Dean's Office Executive Assistant

The Dean's Office Executive Assistant will serve as the primary administrative support to the Dean, Vice Dean, and Senior Associate Dean at the School of Dental Medicine with additional scheduling duties for the Associate Dean of Academic Affairs. Acts as liaison between the Dean's Office and both internal and external partners, and ensures confidentiality of high-level, sensitive information. Manages office workflow. Supports planning processes and administrative goals and priorities that support the Mission and Vision of the School. The ideal candidate is a creative, personable, and enthusiastic individual with a strong background in office operations, capable of optimizing processes and will provide support that contributes to the overall success of the Dean's Office and School of Dental Medicine at large. Applicants should have skills to work both as part of a team and in an independent manner. This position has regular interactions with faculty, staff, and students and thus must be able to function professionally and confidentially in a healthcare office environment.

Benefits include: 11 paid holidays, paid vacation, sick and personal days, additional paid time off (winter recess) during the period between Christmas and the New Year, paid parental leave, education benefits for eligible employees, their dependents and spouse/domestic partner, above-average employer contribution towards medical, prescription drug, vision, life, STD, and LTD insurance plans, and a robust retirement savings plan option. Including 100% match on employee contributions of 3-8% (150% after vesting) and enhanced match for those nearing retirement.

Job Summary: Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions: Maintain and protect calendars. Schedule and prioritize all appointments, troubleshoot scheduling challenges, and schedule group meetings and travel. Complete all travel logistics, facilitate preparation for travel, prepare and submit expense reports for the Dean, Vice Dean, and Associate Dean of Academic Affairs, and the Board of Visitors. Collaborate with the Office of Faculty Affairs on offer letters, promotion and tenure, annual reviews, and contract renewals when Dean approval or signature is required. Serve as an administrative liaison to the school's representatives from the Office of Philanthropic & Alumni Engagement with needs related to the Dean. Manages office workflow, projects, and schedules; serves as primary liaison between internal and external stakeholders. Develops agendas and meeting materials; assists with the coordination of special events. Answers telephone, takes messages, and transfers callers; provides information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails. Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support for academic or administrative departments as it relates to administrative tasks. Proposes solutions to moderately complex problems; identifies improvements for efficiency and accuracy. Prepares and edits various technical documents, meeting minutes, presentation materials, procedural manuals, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials. Makes purchases, collects payments, and verifies billing information; assists with vendors on quotes and invoicing. Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, resolving travel expenses, and data entry. Tactfully interact and collaborate with higher level executives.

Physical Effort: Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to lift and transport small parcels, packages and other items, to move short distances.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category: Full-time regular

Job Classification: Staff. Administrative Assistant III

Job Family: Administrative Support

Job Sub-Family: Clerical

Campus: Pittsburgh

Minimum Education Level Required: Associate's Degree

Minimum Years of Experience Required: 5

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.

Work Schedule: Monday - Friday, 7:30 a.m. - 4:00 p.m.

Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab.

Hiring Range: To be determined based on 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, Cover Letter

Optional Documents: Not Applicable