Department Administrator – HigherEdJobs


Department Administrator

This position will provide administrative support within the Office of Public Safety and
Emergency Management (PSEM), specifically for four regional police departments at Bradford, Greensburg, Johnstown and Titusville. This
position will be based at the Pittsburgh campus, and duties and responsibilities include, but are not limited to:

  • Administrative responsibility and oversight for aspects of departmental budgeting (planning, management, recording, reconciling of
    invoices and Onecard statements).
  • Management of personnel actions (recruiting, hiring, reviewing, renewing, terminating, leaves),
    payroll (submittal, review), expense management (purchasing, reimbursements). This position reports to Business Administration and will
    support the Commander of regional Public Safety departments, and coordinate with other administrative staff within PSEM.
  • The
    incumbent should have a good understanding of University policies and procedures and manage administrative responsibilities with minimal
    supervision. The position requires the ability to handle confidential information, function in a professional manner, and manage difficult
    situations with tact and diplomacy.

Job Summary

administrative assistant support work of moderate complexity.

Essential Functions

  • Track and
    reconcile vacation, personal and sick leave balances, and compile employee balances per any CBA requirements.
  • Submit HR actions and
    works with applying applicants to assist with HR requirements.
  • Create and submit requisitions, invoices and purchase
  • Track and reconcile uniform allowance balances and uniform allowance purchases.
  • Reconcile regional Public Safety
    departments level reports.
  • Performs administrative support activities and department specific technical or operations duties for
    assigned project with some support from others; serves as liaison between internal and external stakeholders.
  • Researches and
    identifies improvements for efficiency and accuracy; participates in the development of new offerings.
  • Prepares and edits various
    technical documents, including financial reports, presentation materials, procedural manuals, and high-level correspondence; uses
    established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.
  • Makes purchases,
    collects payments, and verifies billing information; interacts with vendors on
    quotes and invoicing.
  • Performs a variety of
    clerical duties, filing paperwork, coordinating travel arrangements, and data entry.

Physical Effort

Ability to move about the facility/ campus as necessary. Willing to interact to fulfill required job

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

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

Job Sub Family: Clerical

Campus: Pittsburgh

Minimum Education Level
Associate’s 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: 8:00-4:30 p.m.

Work Arrangement: 8:00-4:30

Hiring Range: $34,588-$38,000

Relocation_Offered: No

Visa Sponsorship Provided:

Background Check: For position finalists, employment with the University will require successful completion of a
background check

Child Protection Clearances: The following PA Act 153 clearances and background checks are required
prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record
Check, PA Child Abuse History Clearance.

Required Documents: Resume

Optional Documents: Not



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