Administrative Assistant III

Administrative Assistant III SHRS-Office Of The Dean

The University of Pittsburgh School of Health and Rehabilitation Sciences (SHRS) is a nationally renowned leader in health care education, research, and clinical practice preparation. With 14 different disciplines related to health and rehabilitative care, SHRS shapes future generations of health care professionals therapists, counselors, advocates, scientists, providers, and practitioners trained to serve the needs of all people regardless of background, levels of health, or mobility. We are built on a legacy of academic excellence and innovation and fueled by passionate educators and researchers, allowing us to meet the health care and rehabilitation needs of today and drive meaningful change in the future.

The School of Health and Rehabilitation Sciences (SHRS) Office of the Dean is seeking a highly organized and proactive professional to provide comprehensive administrative, communication, and operational support. The successful candidate will manage multiple priorities in a dynamic environment, exercising sound judgment, initiative, and exceptional attention to detail. The ideal candidate will be able to work independently with minimal supervision, demonstrate strong organizational and communication skills, and effectively plan, prioritize, and coordinate a wide range of projects and tasks. Proficiency in Microsoft Office programs is required.

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

• Manage the Dean's calendar and associate deans as needed, including scheduling, meeting logistics, and event coordination.
• Provide administrative and operational support to the Office of the Dean.
• Collaborate with associate and assistant deans, department leaders, and other members of the Dean's Office to support their administrative needs and ensure timely completion of projects.
• Oversee facilities administration and planning, including space management, building coordination, parking, and security.
• Process incoming and outgoing mail, manage document downloads from various portals, and handle scanning and mailing of materials.
• Support research administration communications, including :
• Planning and coordinating research-focused events.
• Preparing, organizing, and distributing the monthly research newsletter.
• Drafting and disseminating monthly communications related to research events, policy updates, announcements, and funding opportunities.
• Assist with event planning across the school, including logistics, communication, and day-of coordination.
• Perform additional duties and special projects assigned to support the operations and strategic initiatives of the Office of the Dean.

Physical Effort

The incumbent will perform duties that require remaining sedentary for long periods. Must be able to lift or carry 25 pounds or less.

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 :

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.

Additional Details About Required Licensure / Certification :

Strong organizational skills with exceptional attention to detail.

Excellent interpersonal, written, and verbal communication abilities.

Proven ability to manage multiple tasks, adapt to changing priorities, and meet deadlines in a fast-paced setting.

Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint).

Work Schedule :

Monday - Friday, 8 : 30 a.m. - 5 : 00 p.m

Work Arrangement :

Hybrid : Combination of On-Campus and Remote work as determined by the department.

Hiring Range :

TBD Based Upon 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