Executive Assistant to the Chair

Individual to serve as an administrative associate to the Department Chair. Duties include the complex and professional management of the Chair’s day-to-day activities, including but not limited to: maintaining and scheduling the Chair’s complex daily calendar in relation to their role within the University; coordinating travel arrangements that include international trips; serving as the liaison with faculty, staff, and students of the department as well as colleagues across the School and University, as well as external contacts, and problem solving as appropriate; database creation/management of all research, teaching, and related administrative tracking tasks for the Department Chair. Responsible for internal and external communications/relations, marketing, alumni affairs, events coordination, website management, and social media platforms such as LinkedIn, Facebook, and Twitter; coordination/design and production of reports, presentations, and class materials utilizing software such as Excel, Outlook, Access, PowerPoint, Front Page, Endnote, Adobe, etc. Responsible for organizing meetings, travel arrangements and reimbursements for all department faculty. Must be well informed about Departmental, School and University organizations, programs, policies, and regulations. Provide support for all departmental committees including scheduling and attending meetings as well as preparing minutes.

Assume lead roles in the organization/planning of retreats, workshops, conferences, and teleconferences. Must have the ability to plan, organize, and coordinate the various details associated with hosting large meetings. The incumbent works in close collaboration with the department administrator, grants manager, and administrative staff in the department as well as faculty, staff, and students across the University. The incumbent should be able to function independently as well as part of the administrative team in all these tasks. Exceptional writing and communication skills is required.

A Bachelor’s degree or equivalent education/experience is required. Substitution of relevant professional experience will be considered in lieu of education. Experience working in an office setting/university environment is preferred. Position requires good judgment and excellent organization skills. Must articulate in a professional manner, have the ability to set priorities, and work independently. Proficiency with Microsoft Office Suite is required. Knowledge of departmental and University policies and procedures is desirable. Experience working with social media applications such as Facebook and Twitter.

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. The University of Pittsburgh requires all Pitt constituents (employees and students) on all campuses to be vaccinated against COVID-19 or have an approved exemption. Visit coronavirus.pitt.edu to learn more about this requirement. 
Assignment Category: Full-time regular
Job Classification: Staff.Administrator.II
Campus: Pittsburgh
Minimum Education Level Required: Baccalaureate
Minimum Experience Level Required: 3-5 years experience
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: $26,988.00 – $43,212.00
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
Optional Documents: Cover Letter