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Admin Assistant - Associate


The Admin Assistant - Associate will provide support to the University of Pittsburgh NIDA Center of Excellence: Center for Adolescent Rhythms, Reward, and Sleep (CARRS) in the Department of Psychiatry. The goal of CARRS is to integrate human and rodent studies to understand the impact of adolescent sleep and circadian rhythm changes (both biologically and environmentally induced) on reward circuitry and substance use (SU)-relevant outcomes.

The Admin Assistant - Associate will assist with all aspects of the Center coordination. Specifically, s/he will schedule meetings of the Scientific Coordinating Committee, the University Advisory Board, and the External Advisory Board; maintain an archive of Center communications, meeting agendas and minutes; assist with collection of administrative data and milestone tracking; prepare and disseminate reports; assist with preparation and submission of scientific reports and presentations; and assist with travel arrangements for the External Advisory Board.  

This individual will also will work with the Center’s Scientific Coordinating Committee to organize and coordinate the Center’s educational, training, and outreach activities. These activities will include scheduling, organizing, and providing on-site support for CARRS seminars and workshops. This position will advertise CARRS educational offerings to the University and lay communities, and will disseminate information on other University educational opportunities relevant to substance use, sleep, and circadian rhythms to CARRS investigators and trainees. They will arrange and track education and training activities for trainees, including hands-on lab rotations for graduate students. They will also work with the Center Administrator to coordinate the CARRS pilot grant program, from solicitation of applications to organizing the review process to distributing funds and tracking progress. Finally, they will work with Dr. Franzen and other Center investigators to organize educational sessions on sleep, rhythms, and substance use for public stakeholders, including students, parents, and schools.

This position is grant funded. 


  • Under direct supervision, provides general administrative support to a department or group of professionals.
  • Orders office supplies and maintains office equipment.
  • Helps supervisor and department prepare presentations (i.e., edits, prints, basic formatting functions).
  • Sorts, distributes, prioritizes and composes routine correspondence following established procedures not requiring management review. (i.e., reads correspondence/ highlights important items and sends to supervisor, sends emails sent on behalf of dept head, writes and sends meeting reminders, forwards emails to appropriate distribution list on behalf of department head).
  • Performs routine clerical functions, such as copying, sorting, filing, and typing. Sets up and maintains varied office files, logs, and records office activities.
  • Assists in researching, drafting, and/or abstracting routine reports. Compiles and analyzes basic information.
  • Answers, screens, and routes incoming calls and messages. Responds to routine questions.
  • Maintains supervisor's calendar (i.e., schedules meetings and recurring events, schedules large conference rooms, orders food, ensures applicable equipment is available and ready for meeting, may take meeting minutes).
  • Greets, screens, and directs visitors to appropriate staff member.


  • High School diploma or equivalent.
  • Up to one year administrative experience preferred.
  • Working knowledge of word processing, electronic mail/calendar, spreadsheet, presentation, and database software.
  • Ability to use applicable MS Suite products.
  • Knowledge of business processes and proceduresAbility to use basic reasoning skills

Licensure, Certifications, and Clearances:

  • Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct