Senior Administrative Assistant

Senior Administrative AssistantMed-Trivedi Institute - Pennsylvania-Pittsburgh - (26000403)u00a0Job Summary:Serves as the primary support to the Director and co-Director of the Trivedi Institute for Space & Global Biomedicine, as well as two Center Directors. Acts as the liaison for high-level and sensitive Institute operations spanning research, partnerships, donor relations, multi-institutional scientific collaborations, and executive communications. Manages workflow for a fast-paced, high-visibility research and innovation institute. Assists with strategic planning processes, program development, project tracking, and administrative goals and priorities. Prepares budgetary functions and plans.Job Dutiesu2022 Serves as the primary administrative and operational support to the Institute Director, co-Director and leadership team.u2022 Acts as the Director's representative and principal liaison among internal and external stakeholders, including Pitt leadership, faculty, donors, partnering institutions (Carnegie Mellon, Cornell, NASA collaborators), scientific teams, students, trustees, and the public.u2022 Ensures confidentiality of high-level information related to donor activities, cross-institutional collaborations, scientific programs, strategic planning, and external partnerships.u2022 Manages office workflow for the Institute, including meetings, complex calendaring, travel arrangements, briefing materials, agendas, follow-up action tracking, and logistics.u2022 Supports planning and execution of strategic initiatives, including Institute build-out (facilities, labs, conference spaces), partnership development, program launches, seed-grant activities, and major research efforts.u2022 Coordinates communication and scheduling across multiple time zones for national and international collaborators.u2022 Prepares, drafts, and edits reports, scientific meeting summaries, presentations, donor briefings, website content, and high-level correspondence.u2022 Supports preparation and monitoring of budgets, expenditures, financial transactions, and internal operations documentation.u2022 Tracks deliverables, milestones, and timelines for major Institute programs, including research initiatives, conferences, workshops, and education programs.u2022 Plans, organizes, and executes special events including donor engagements, symposia, advisory board meetings, and public outreach events.u2022 Maintains organizational systems, databases, and project management tools to support efficient Institute operations.u2022 Oversees public relations activities, coordinates with University Communications, and supports publicity for major Institute achievements.u2022 Anticipates the needs of the Director and proactively identifies opportunities to streamline processes, improve workflow, and strengthen stakeholder engagement.u2022 Provides support for travel, reimbursement, compliance submissions, onboarding of new team members, and vendor coordination.u2022 Supports hiring activities, including interview scheduling, documentation, and onboarding in coordination with HR.u2022 Performs other duties as assigned to support the mission of the Institute.u00a0Job SummarySupports 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 FunctionsRoutine problem solving required, generally guided by policies, procedures and business plans.Ability to follow prescribed procedures exercising independent judgment in coordinating complex activities.Ability to manage sensitive information and high stakes relationships requiring advanced problem solving skills.Physical EffortLittle physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.Assignment Category:u00a0Full-time regularJob Classification:u00a0Staff.Administ ative Assistant IIIJob Family:u00a0Administrative SupportJob Sub Family:u00a0ClericalCampus:u00a0PittsburghMinimum Education Level Required:u00a0Associate's DegreeMinimum Years of Experience Required:u00a05Will this position accept substitution in lieu of education or experience:u00a0Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.Work Schedule:u00a0Monday - Friday, 8:30 a.m. - 5:00 p.m.Work Arrangement:u00a0On-Campus: Teams that work on campus, in an office, or in a lab.Hiring Range:u00a0$24.00 to $27.50 per hourRelocation_Offered:u00a0NoVisa Sponsorship Provided:u00a0NoBackground Check:u00a0For position finalists, employment with the University will require successful completion of a background checkChild Protection Clearances:u00a0Not ApplicableRequired Documents:u00a0ResumeOptional Documents:u00a0Cover LetterPI281902346

Created: 2026-03-07