Administrative Assistant, Corporate & Foundation Relations

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 Universitys mission in education, research, and healthcare. We invite you to become a pivotal part of our team as the Administrative Assistant, Corporate and Foundation Relations (CFR).

In this role, you will serve as the integral part within PAEs Corporate and Foundation Relations department, reporting to the Executive Director of CFR, Schools and Centers.

In this role, you will:

• Perform various clerical tasks, such as updating content and links on the CFR webpage quarterly and filing reports electronically in the PAE donor database.
• Manage the calendars for the Executive Director and the Director of Strategic Initiatives.
• Schedule meetings for other CFR team members as needed.
• Provide logistical support during meetings and events and arrange special events.
• Handle incoming emails, calls, and electronic messages, including those from donor gift portals, the PAE database, collaboration systems, and LinkedIn.
• Review incoming mail and messages from foundations, corporations, professional organizations, and University news sources to alert CFR teammates to relevant opportunities.
• Act as a liaison between CFR, PAE, the University, and external stakeholders.
• Participate in the redesign and development of new processes to improve efficiency and effectiveness.
• Make purchases, coordinate travel arrangements, assist with travel and expense reimbursements, and interact with vendors for quotes and invoicing.
• Prepare and edit various technical documents, including financial reports, narrative reports, presentation materials, procedural guides, group emails, and webpage document library content, following established guidelines and proper formatting.
• Ensure the confidentiality of sensitive information and materials. Why Join Us?

Impactful Work: Play a crucial role in supporting the Universitys 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 - https://pae.pitt.edu/s/1729/2-pittsburgh/interior.aspx?gid=2&pgid=3010 and apply today.

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

Job Summary

Performs administrative assistant support work of moderate complexity.

Essential Functions * Perform business administrative tasks of moderate complexity, both in-person and remote * Manage two executives' calendars, and schedule and coordinate other meetings for team members. * Assist and coordinate senior executive meetings, both in-person and remote, and occasional special events * Assist with travel arrangements, office purchases, and expense reimbursements. * Assist with documentation of business processes and reports, including writing and editing, in coordination with others. * Use the donor database with the goal to file reports on-time and accurately. Physical Effort

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, contrib te, 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.

Assignment Category: Full-time regular Job Classification: Staff.Administrative Assistant II Job Family: Administrative Support Job Sub Family: Clerical Campus: Pittsburgh Minimum Education Level Required: Associates Degree Minimum Years of Experience Required: 3 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. - 5:00 p.m Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m Hiring Range: $20.50 to $22.00 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 PI248338294