University of Pittsburgh · 18 hours ago
Trivedi Institute Administrative Support
Pittsburgh, PA
Full-time
Hybrid
Senior Level
$25/hr - $25/hr
5+ years expThe University of Pittsburgh is seeking an Administrative Support professional for the Trivedi Institute for Space and Global Biomedicine. This role involves providing primary administrative support to the Institute's leadership, managing workflow, and facilitating strategic initiatives and communications with various stakeholders.
Higher Education
No H1B
Responsibilities
Serves as the primary administrative and operational support to the Institute Director, co-Director and leadership team
Acts as the Director’s representative and principal liaison among internal and external stakeholders, including Pitt leadership, faculty, donors, partnering institutions (Carnegie Mellon, Cornell, NASA collaborators), scientific teams, students, trustees, and the public
Manages office workflow for the Institute, including meetings, complex calendaring, travel arrangements, briefing materials, agendas, follow-up action tracking, and logistics
Supports planning and execution of strategic initiatives, including Institute build-out (facilities, labs, conference spaces), partnership development, program launches, seed-grant activities, and major research efforts
Coordinates communication and scheduling across multiple time zones for national and international collaborators
Prepares, drafts, and edits reports, scientific meeting summaries, presentations, donor briefings, website content, and high-level correspondence
Supports preparation and monitoring of budgets, expenditures, financial transactions, and internal operations documentation
Tracks deliverables, milestones, and timelines for major Institute programs, including research initiatives, conferences, workshops, and education programs
Plans, organizes, and executes special events including donor engagements, symposia, advisory board meetings, and public outreach events
Maintains organizational systems, databases, and project management tools to support efficient Institute operations
Anticipates the needs of the Director and proactively identifies opportunities to streamline processes, improve workflow, and strengthen stakeholder engagement
Provides support for travel, reimbursement, compliance submissions, onboarding of new team members, and vendor coordination
Supports hiring activities, including interview scheduling, documentation, and onboarding in coordination with HR
Performs other duties as assigned to support the mission of the Institute
Qualification
Required
Associate's Degree
Minimum of 5 years of experience in a related position
Ability to work with minimal supervision and perform autonomously
Ability to follow prescribed procedures while exercising independent judgment in coordinating complex activities
Advanced problem-solving skills
Ability to manage sensitive information and high-stakes relationships
Company
University of Pittsburgh
The University of Pittsburgh is a top-ranked, public institution in Pennsylvania and a member of the Association of American Universities of leading research universities.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Alexandra Costlow
Communications Specialist for the CFO / SVC Office
Narahari Sastry
Senior Vice Chancellor & CFO
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