Administrative Assistant and Concierge

Administrative Assistant and Concierge

Med-Office of the Dean - Pennsylvania-Pittsburgh

The Office of Faculty Affairs is responsible for issues relating to School of Medicine faculty, including the development and interpretation of policies and procedures; recruitment, promotion, and tenure; faculty and chair orientation, counseling, and mediation; faculty development and governance; grievance and appeal procedures; and contractual, compensation, and legal issues. The office oversees standing committee operations, payroll and human resources functions, faculty performance evaluation, endowed chairs and professorships, statistical reporting, and serves as a liaison to the Office of the Senior Vice Chancellor for Health Sciences, the Office of the Provost, the Office of the Chancellor, Office of Legal Counsel, the University of Pittsburgh Physicians, and UPMC.

Preference will be given to candidates who have the following skills: prior or current experience working in a higher-education environment, have experience in providing customer service, have excellent organization and time management skills with the ability to manage multiple tasks concurrently with great attention to detail, have the ability to communicate effectively with a diverse group of individuals.

Job Summary

Assists in the planning, organization, and execution of faculty appointments and formal reviews. Drafts and edits written materials and senior leadership communications. Maintains and reviews faculty records.

Essential Functions

The Administrative Assistant and Concierge position will assist the Faculty Affairs Assistant Director and staff in the School of Medicine Office of Faculty Affairs. Will serve as the Faculty Affairs Concierge in the School of Medicine to provide customer service to faculty. Responsibilities also include assisting Committee Coordinators with portfolio review for tenure and appointment stream faculty actions. Conduct first level analysis of portfolio materials for adherence to School of Medicine portfolio requirements and guidelines and generate written report. Assist with data entry and maintenance of electronic faculty files, drafting correspondence, and other routine office duties.

The responsibilities the Administrative Assistant and Concierge position may be involved with include but not limited to: Proofread and mark up complex documents * Communicate requested document updates to faculty and department * Utilize resources (Office of Faculty Affairs and other University sources) to meet faculty member's needs * Liaison with faculty, staff and department to meet faculty member's needs * Become subject matter expert and guide for systems that support the portfolio process * Become the subject matter expert for forms for publication equivalent scholarly products.

Physical Effort

Operates computers and other office equipment, communicates effectively with management contacts, performs well under pressure. Mostly sedentary. May require some light lifting lbs.).

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category

Full-time regular

Job Classification

Staff.Faculty Affairs Assistant

Job Family

Human Resources

Job Sub-Family

Faculty Records

Campus

Pittsburgh

Minimum Education Level Required

Bachelor's Degree

Minimum Years of Experience Required

1

Will this position accept substitution in lieu of education or experience?

Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule

Monday - Friday, 8:30 a.m. - 4:30 p.m. *A hybrid work arrangement is available, likely 2 days onsite and 3 days remote *Departmental training can be completed onsite/in person and virtually. **Only those within commuting distance of the University of Pittsburgh will be considered

Work Arrangement

Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range

Between $17.74 to $22.17 per hour

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, Cover Letter

Optional Documents

Not Applicable