Job Description

Job Title: Administrative Coordinator
Job ID: 711903
Status: Full-Time
Regular/Temporary: Regular
Hours: 8am-4pm
Shift: Day Job
Facility: Western Psychiatric Institute
Department: Goldstein T
Location: 100 North Bellefield Avenue, Pittsburgh PA 15213


Can you work independently with careful attention to accuracy and detail?  This position may be for you!  Western Psychiatric Institute of UPMC is currently hiring an Administrative Coordinator!  This individual will coordinate the workflow of administrative and/or clerical employees and provides varied administrative support of a complex and technical nature to the Child and Adolescent Bipolar Spectrum Services Research Program. 


The Child and Adolescent Bipolar Spectrum Clinical Research Program is part of the University of Pittsburgh and the University of Pittsburgh Medical Center (UPMC) Department of Psychiatry. Through their research, they aim to improve understanding of the symptoms, course, underlying neurobiology, and treatment of pediatric bipolar disorder in order to ultimately improve the lives of young people with bipolar disorder and their families.


Up for the challenge?  Apply today!


  • Analyzes complex information requests and determines complex trends
  • Assists in recruiting, hiring, training, and evaluating the performance of employees
  • Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events)
  • Develops reports for executive or department
  • Performs all responsibilities of an Administrative Assistant Sr
  • Plans conferences for department and department head
  • Provides input to presentations and other department/supervisor work (i.e., supervisor provides general thought and ee will draft more material based on initial ideas)
  • Reviews administrative procedures and operating practices and makes recommendations to increase efficiency.
  • Under general direction coordinates the workflow of employee(s) and provides administrative support of a complex and technical nature to single or multiple department or division (i.e., organizes, plans, and prioritizes work of others, develops and builds teams to accomplish project assignments)

Research/Clinical Responsibilities:

  • Assist in the preparation of grant applications, progress reports and other grant-related communications.
  • Ensure travel and business expenses are submitted in a timely fashion.
  • Assist PI in Submission of Annual Evaluation to Chair
  • Assist with monitoring budgets for grants including tracking grant expenditures for each using Excel software, and generating budget reports for the PI and research coordinators.
  • Coordinate conference calls and other grant-related meetings and activities.
  • Ensure that staff effort is distributed appropriately.
  • Work closely with HR and recruitment representatives to construct and post job descriptions at the appropriate salary range.
  • Work with PI to manage reclassifications/salary increases or terminations of staff.
  • Ensure that all performance reviews for PI and any direct reports are submitted on time.
  • Maintain employee files, ensure relevant annual competencies are met and clearances are obtained.
  • Liaison with HR and Work Partners regarding employees leave.
  • Orient new employees to office milieu and existing staff structure.
  • Ensure that all staff have tools and facilities available for job performance.
  • Provide clerical support for manuscript submissions and independently drafts/edits correspondence and other written materials for investigators.
  • Maintain PI’s weekly schedule.
  • Coordinate PI travel arrangements.


Postdoctoral Fellowship Administrative Responsibilities:

  • Organize incoming postdoctoral fellowship applications, facilitate distribution of applications to faculty, arrange interview schedules, and tabulate faculty ratings.
  • Organize and facilitate postdoctoral fellow interview days. 
  • Aid fellows in administrative aspects of program, including entering into University of Pittsburgh system, completing hospital-based competencies, creating computer accounts, submission of health insurance reimbursement, travel reimbursement, contracts and reviews, etc.
  • Maintain files for current and past fellows, and process other necessary fellowship paperwork.
  • Oversee annual reports related to fellowship program; help to coordinate materials and tasks relevant to program funding.
  • Complete and document faculty payment requests, T&B reimbursements, and other expenditures related to fellowship program.
  • Work with PI on other tasks related to fellowship program as needed.
  • Perform in accordance with system-wide competencies/behaviors.
  • Perform other duties as assigned.


  • High school diploma or equivalent
  • Five years experience in an increasingly responsible administrative support role Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software
  • Ability to use applicable MS Suite products - Advanced knowledge of business processes and procedures
  • Working knowledge of accounting and financial principles and functions
  • Ability to analyze data
  • Ability to use discretion and independent judgment

    Licensure, Certifications, and Clearances:
  • Act 33 Child Clearance with Renewal
  • Act 34 Criminal Clearance with Renewal
  • Act 73 FBI Clearance

UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities

Salary Range: $17.11 to $28.43

Union Position: No

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