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Facilities and Event Operations Administrative Assistant
The Facilities and Event Operations Administrative Assistant will be responsible for managing all administrative duties for the athletic facilities, event operations, and Pitt Sports Camps departments and will report to the Deputy Athletic Director of Administration.
Duties include but are not limited to preparing University forms for payments, reimbursements, purchase orders, disbursements, travel, and business expenses, assisting staff within this area of athletics with individual arrangements as needed for event operations and facility needs, managing appointment calendars for the Deputy Athletic Director of Administration, coordinating meetings, ordering office supplies, and other clerical responsibilities. Assisting in the planning of special events, projects, and event support may occasionally be a requirement for this position.
This position is responsible for the front desk management and first impressions greeting for Pitt Athletics in the Petersen Event Center.
Job Summary
Performs administrative assistant support work of moderate complexity.
Essential Functions
Schedules meetings and manages calendars in coordination with others; provides logistical support during meetings and events; records and distributes meeting notes; arranges special events. Provides general information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails. Performs administrative support activities and department specific technical or operations duties for assigned project with some support from others; serves as liaison between internal and external stakeholders. Researches and identifies improvements for efficiency and accuracy; participates in the development of new offerings. Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, and high-level correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials. Makes purchases, collects payments, and verifies billing information; interacts with vendors on quotes and invoicing. Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, processing payments to judges, referees, officials, and data entry.
Physical Effort
Must be able to sit or stand for prolonged periods of time. May need to lift equipment, mail, or supplies up to 50 pounds.
The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.
The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.
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. Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m. Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m. Hiring Range: TBD Based Upon Qualifications Relocation_Offered: Yes Visa Sponsorship Provided: No Background Check: For positi n finalists, employment with the University will require successful completion of a background check Child Protection Clearances: The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance. Required Documents: Resume, Cover Letter Optional Documents: Not Applicable PI238296068