Administrative Assistant II

Administrative Assistant II The Division of Pulmonary, Allergy, Critical Care, and Sleep Medicine is looking for an administrative assistant to provide high level administrative support to the Emphysema Research Center, faculty and staff. The incumbent will be responsible for coordinating research participant visits, maintaining faculty and center outlook calendars, greeting visitors, maintaining Center records, data entry and basic office duties. Assist with grant submissions. Will arrange travel and prepare reimbursements for the Center's faculty following UPMC and University of Pittsburgh guidelines. A qualified candidate should be proficient in using the Microsoft Office Suite, have strong organizational and communication skills, and a minimum of 3 years experience in a related field. Job Summary Performs administrative assistant support work of moderate complexity. Essential Functions Will maintain multiple outlook calendars. Will schedule conferences and prepare the room set-up, AV equipment for conference and clean up after the conference. Will build itineraries for recruits and visitors to the Division. Make travel arrangements (air, hotel, ground, and conference registrations) for faculty, staff, and incoming recruits. Will submit expense reports for travel reimbursement via Pitt and UPMC applications. Assist with manuscript preparation, managing reference libraries, biosketch requests, credentialing, licensure, certifications, UPP privileges, CME. Carry out general office duties, such as answering incoming phone calls, greeting visitors, filing, preparing study participant packets, organize, prep and pack files for off-site storage, distributing mail and interdepartmental mail runs. Process purchase orders and invoices in Panther Express for consulting companies. Maintain inventory and ordering of office supplies. Physical Effort Must be able to sit/stand for up to 8 hours. The University of Pittsburgh is an equal opportunity employer / disability / veteran. 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 Work Schedule: Monday - Friday; 8am - 4:30pm Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab. 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 Optional Documents: Cover Letter

Created: 2026-04-02