ADMINISTRATIVE COORDINATOR - Law Professional Development Office at University of Pittsburgh

The Professional Development Office is seeking to hire a highly organized and skilled ADMINISTRATIVE COORDINATOR. Coordinator must be cordial, professional, and possess excellent communication skills, computer technology skills, organizational and interpersonal skills. The coordinator will be responsible for internal and external communications as well as planning and support for special events. Duties will include answering the phone, responding to emails, greeting and directing visitors, responding to initial student and employer inquiries and concerns, data entry and maintenance of the career services software programs. Incumbent must be detail oriented, able to manage multi-step projects, handle high stress situations and meet strict deadlines. Incumbent must perform detailed work, understand priorities, utilize decision making as appropriate,
and remain focused when working under pressure and be able to work both independently and as part of a team.

Job Duties:

• Manages daily office operations (responding to and sending correspondence, notetaking, maintaining office calendars, scheduling meetings, maintaining reception area) making campus space reservations and travel arrangements
• Schedules meetings and manages calendars in coordination with others; provides logistical support during meetings and events; records and distributes meeting notes; arranges special events
• Serves in an administrative capacity and provides administrative support to the Assistant Dean and other members of the department 
• Creates and maintains surveys and other tracking systems and creates reports and recommendations based on the results
• Serves as a point of contact for Office activities; interacts with key stakeholders
• Data entry, database management, career service portal hygiene/maintenance
• Manages and triages numerous requests in a busy administrative office
• Answers phone, takes messages, and transfers callers; provides general information and appropriately answers inquiries from walk-ins, incoming calls, and emails
• Prepares and edits documents, presentation materials, procedural manuals, and correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials
• Tracks expenses, monitors spending, prepares expense reports and reimbursements, makes purchases, interacts with vendors on quotes and invoicing

Performs administrative assistant support work of moderate complexity.

The essential duties for this position include:

• Directing students to the appropriate counselor and helping maintain timing of appointments
• Responding to phone, in-person and email inquiries from students, staff, and prospective employers
• Posting employment opportunities to internal job board (hundreds per week)
• Identifying and booking on-campus spaces for workshops, events, and meetings
• Preparing spaces for meetings and events

Position is primarily sedentary; however, some lifting of boxes no more than 20 lbs. and moving of tables and chairs for small meeting/event set-ups may be required.