Administrative Assistant II

The Pulmonary, Allergy, Critical Care, and Sleep Medicine Division (PACCSM) is made of up approximately 70 clinical staff and over 100 research staff who work in a variety of locations including: Bridgeside Point, Biomedical Science Tower (BST), UPMC Hospitals including Presbyterian, Shadyside, East, Jameson and Mercy. The division provides world class services across 10 inpatient services at five hospitals and over 70,000 outpatient office visits. We have a major research mission that focuses on basic, clinical, and translational research on the lung, microbiome, COVID-19, sleep medicine, and allergy and immunology.

The Division of Pulmonary, Allergy, Critical Care, and Sleep Medicine is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative support to faculty and staff within a dynamic academic and clinical environment.

The Administrative Assistant will be responsible for managing complex faculty calendars, welcoming and assisting visitors, maintaining department records, performing data entry, and supporting day-to-day office operations. This role will also assist with grant submission processes, coordinate travel arrangements, and prepare travel and business reimbursements in accordance with UPMC and University of Pittsburgh policies and procedures.

The ideal candidate will possess strong organizational, communication, and multitasking skills, with the ability to prioritize competing responsibilities while maintaining a high level of professionalism and confidentiality.

Qualifications:
• Minimum of three (3) years of administrative experience or a related field
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams)
• Excellent written and verbal communication skills
• Strong attention to detail and organizational abilities
• Ability to work independently and as part of a team in a fast-paced environment

Performs administrative assistant support work of moderate complexity.

The Administrative Assistant will provide comprehensive administrative support to multiple faculty members and staff within the Division of Pulmonary, Allergy, Critical Care, and Sleep Medicine.

Responsibilities include managing complex faculty calendars; coordinating meetings, conferences, retreats, and special events; arranging room reservations and setup; ensuring audiovisual equipment is operational; and providing onsite support before, during, and after events. The incumbent will prepare detailed itineraries and facilitate logistics for faculty recruits, guest speakers, and visitors to the Division.

The position is responsible for coordinating domestic and international travel arrangements, including airfare, lodging, ground transportation, and conference registrations for faculty, staff, and prospective recruits. The Administrative Assistant will prepare and submit travel and business expense reimbursements through University of Pittsburgh and UPMC systems, as well as process purchase orders and invoices utilizing PantherExpress.

Additional duties include supporting faculty with manuscript preparation and submission activities, managing reference libraries and publication records, and assisting with credentialing, medical licensure renewals, professional certifications, University of Pittsburgh Physicians (UPP) privileges, and Continuing Medical Education (CME) requirements. The incumbent will maintain and update faculty curriculum vitae (CVs), biosketches, and other professional documentation.

The Administrative Assistant will also perform a variety of general office and administrative duties, including answering telephone inquiries, greeting and assisting visitors, maintaining electronic and paper filing systems, preparing research participant packets, organizing and packing records for off-site storage, distributing incoming and outgoing mail, and conducting interdepartmental mail runs.

Must be able to sit/stand for up to 8 hours.