Executive Assistant

Executive Assistant

A dynamic and rapidly evolving field, Pathology plays a pivotal role in diagnosis, research, and monitoring treatment. The Department of Pathology at the University of Pittsburgh School of Medicine exemplifies the fields complex nature and incorporates Pathologys dramatic new developments in molecular biology and diagnostic biotechnology. The broad array of laboratory tests necessary to support this technologically advanced environment are performed by multiple specialists in the Divisions of the Department of Pathology and the Laboratories of the University of Pittsburgh Medical Center.

Working in conjunction with the University of Pittsburgh Medical Center UPMC and numerous specialized centers – the Department of Pathology plays a key role in patient care, as well as in basic science and clinical research at UPMC and the School of Medicine, forging intellectual links between diagnostic services and basic sciences. The coordinated activities of the UPMC Clinical Laboratories and Basic Science Laboratories of the School of Medicine allow the Department to provide support for all clinical and research efforts at UPMC and the University of Pittsburgh.

Job Summary

Serves as the primary support to executive level roles and/or departments and acts as liaison and ensures confidentiality of high-level, sensitive information. Manages office workflow. Assists with strategic planning processes and administrative goals and priorities. Prepares budgetary functions and plans special events.

Essential Functions
Provide direct, high-level administrative support to the Vice Chair to contribute to the management of the Division of Experimental Pathology.
Maintain Vice Chairs calendar and schedule annual evaluation appointments with approximately 28 faculty involved in research throughout the Department of Pathology
Work with the Vice Chair to set up milestones for each faculty and organize follow-up meetings to monitor progress. Maintain personnel files, including annual reports and evaluation of divisional members, conflict of interest forms, ECU and additional relevant information
Organize division meetings and provide notifications and division updates as needed; Organize research seminars for the for the department. Arrange accommodations and prepare itineraries for visiting scholars and faculty recruits; Prepare and submit travel and business expense reports
Must be able to work independently to solve problems, review correspondence and alert the Vice Chair to any critical issues that may need to be addressed
Work with the Vice Chair to coordinate teaching activities in SoM including reserving lecture rooms, maintaining accurate rosters, inviting and scheduling faculty lectures
Must have excellent organizational and communications skills; Ability to manage multiple projects at one time; Knowledge of University of Pittsburgh policies a plus; Exercises a high level of autonomy, discretion and sound judgement Physical Effort

This position is primarily sedentary. Minimal physical effort required for this position and some walking between department areas will occur.

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.

Assignment Category: Full-time regular
Job Classification: Staff.Executive Assistant
Job Family: Administrativ Support
Job Sub Family: Clerical
Campus: Pittsburgh
Minimum Education Level Required: Bachelors Degree
Minimum Years of Experience Required: No experience required
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; 8:30am – 5:00pm Work Arrangement: Monday – Friday; 8:30am – 5:00pm
Hiring Range: To be determined based on qualifications
RelocationOffered: 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
Optional Documents: Cover Letter
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