Office Coordinator at University of Pittsburgh in Pittsburgh, Pennsylvania

Job Description

Office Coordinator

Student Affairs – Pennsylvania-Pittsburgh – (26006152)

The Division of Student Affairs is seeking an Office Manager. This position assists in the coordination of activities and provides customer service for the Office of the Vice Provost and Dean of Students office. The incumbent will be responsible for:

• Greeting and directing visitors.
• Providing excellent customer service both in person and over the telephone.
• Assisting the Office of the Dean with correspondence and communications.
• Assisting in maintaining the appointment calendars for office staff.
• Distributing voicemail messages received on the main telephone number.
• Assisting in answering/distributing email messages to the departmental email account.
• General office, administrative, and clerical responsibilities.
• Coordinating data management.
• Assisting with student staff supervision.
• Providing support to Senior Executive Assistant to the Vice Provost and the Executive Assistant to the Dean of Students, as well as administrative support for Associate Deans and broader Division of Student Affairs activities.
• Other duties as assigned.

High school diploma or GED and one to two years of relevant experience required. Equivalent combination of education and experience may be substituted for the education/experience requirement per university guidelines. Customer service experience required. Some experience in an office setting preferred; proficiency in basic word processing and ability to quickly learn general computer software applications. Ability to remain helpful and friendly in a fast-paced environment.

Job Summary

Greets visitors and directs them to appropriate offices and meeting rooms. Answers telephone and inquiries, takes messages, and transfers and refers callers. Manages calendars, operates standard office equipment, and performs a variety of clerical work.

Essential Functions

• Greets and checks in customers, clients, and other visitors; directs visitors to appropriate destination and/or employee.
• Answers telephone, takes messages, and transfers callers; provides general information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails.
• Schedules appointments and manages calendars.
• Operates standard office equipment including a telephone, copy machine, fax machine, and computer on a regular basis.
• Performs a variety of clerical duties, including filing paperwork, distributing mail, preparing routine reports, and data entry.

Physical Effort

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

Assignment Category: Full-time regular

Job Classification: Staff.Receptionist

Job Family: Administrative Support

Job Sub Family: Clerical

Campus: Pittsburgh

Minimum Education Level Required: High School Diploma/GED

Minimum Years of Experience Required: No 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.

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: 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: 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

Equal employment opportunity, including veterans and individuals with disabilities.

PI287346242