Administrative Assistant

Administrative Assistant Nurs-Nurse Anesthesia

The University of Pittsburgh School of Nursing is seeking a front desk administrative assistant to support department-level operations and the needs of students, faculty, and staff — assisting leadership, welcoming visitors, and providing general clerical support.

Scheduling & Meeting Support:

• Schedules and coordinates meetings, appointments, and calendars for staff and/or supervisor(s), resolving conflicts as they arise.
• Sets up meeting rooms and equipment and provides logistical support during meetings and office events.

Front-Desk & Customer Service:

• Responds to routine questions from the public, staff, and students via phone, email, or in person; directs complex inquiries to the appropriate person.

General Administrative Support:

• Maintains files and records, enters and updates data, tracks project tasks, and follows up on deadlines.
• Coordinates communication between departments, staff, and outside contacts such as clients or service providers.

Process Improvement:

• Identifies opportunities to improve everyday task efficiency and accuracy, and suggests improvements to supervisors.
• Assists in rolling out new procedures, tools, or forms as needed.

Document Preparation:

• Types, formats, and proofreads letters, memos, reports, and other documents per established templates and style guidelines.
• Handles confidential information, such as personnel or financial records, with discretion.

Purchasing & Vendor Contact:

• Places routine orders for office supplies and materials, tracks receipts and expenses, and verifies invoice accuracy.
• Contacts vendors regarding order status, pricing, or delivery under supervisor guidance.

General Clerical Duties:

• Performs standard office tasks — filing, photocopying, scanning, mail handling, and supply inventory — plus other clerical or project-related tasks as assigned.

The ideal candidate will demonstrate:

• Excellent time management and organizational skills
• Strong verbal and written communication skills
• Strong customer service skills, with a positive, professional demeanor
• Proficiency in Microsoft Office Suite
• Attention to detail, flexibility, and problem-solving ability
• Ability to work independently and collaborate with team members

The initial assignment for this role will be supporting the Department of Nurse Anesthesia, supporting the operations of the Department and the needs of its students, faculty and staff through assisting Department administration, welcoming visitors and providing general clerical support.

About the University of Pittsburgh School of Nursing:

Since its founding in 1939, the University of Pittsburgh School of Nursing has provided faculty and students with the resources and support to generate new healthcare knowledge and the educational foundation to conduct evidence-based practice, engage in scholarly activities, and translate knowledge to improve the delivery of healthcare in Pennsylvania, the nation, and throughout the world. As one of the nation's elite schools of nursing, Pitt Nursing receives millions of dollars in NIH grant funding each year, and U.S. News & World Report highly ranks multiple academic programs.