Job Abstract

The Division of Philanthropic & Alumni Engagement (PAE) at the University of Pittsburgh is dedicated to fostering meaningful relationships with donors, alumni, and stakeholders, supporting the University's mission in education, research, and healthcare. We invite you to become a pivotal part of our team as the Administrative Coordinator.

In this role, you will serve as the integral part within PAE's Office of the Senior Vice Chancellor & Volunteer Management, reporting to the Chief of Staff and the Director of Volunteer Management.

Key responsibilities include supporting the administrative needs of the Chief of Staff and Director of Volunteer Management with special projects, including calendar, projects, and document editing support. In this role you will:

• Ensure timelines for Senior Vice Chancellor forms, requests, memos, and other documents are tracked and followed.
• Update Affinaquest database system as needed to ensure the Senior Vice Chancellor and Volunteer Management activity reports as well as affiliated orgs are up-to-date.
• Serve as administrative backup for the Executive Assistant to the Senior Vice Chancellor.
• Provide administrative and project-specific support to the Office of the Senior Vice Chancellor and Volunteer Management as needed
• Complete related and other duties as assigned.
• Handle confidential and sensitive information with discretion for these senior and highly visible teams.

Why Join Us?

• Impactful Work: Play a crucial role in supporting the University's mission.
• Collaborative Environment: Work within a supportive, innovative, and dynamic team.
• Professional Growth: Opportunities for continuous learning, professional development, and career advancement.
• Competitive Benefits: Enjoy a comprehensive benefits package, including health insurance, retirement plans, and paid time off.

Ready to make a difference? Learn more about PAE and apply today.

Join us in shaping the future of education, research, and healthcare at the University of Pittsburgh!

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

• The employee must be able to communicate with internal and external individuals across all levels clearly and effectively in the process of coordinating and scheduling meetings and other calendar items, communicating on behalf of the co-supervisors and their respective teams, and ensuring tasks remain on schedule.
• The employee must be a highly skilled writer and accurate at proofreading documents and composing written communications through email.
• The employee must be able to organize tasks, remain on schedule, and balance requests of various deadlines from two co-supervisors and other members of the respective teams.
• The employee will handle a significant amount of sensitive and confidential information regarding donor information, organizational governance information, and information related to the leadership of the Division of Philanthropic and Alumni Engagement and must maintain confidentiality and discretion at all times.
• The employee may be required to speak on the phone or virtual (Teams/Zoom) calls and must be able to skillfully and accurately communicate orally with internal and external individuals at all levels.

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

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.