Student Services & Admissions Administrative Coordinator
The University of Pittsburgh is seeking a Student Services & Admissions Administrative Coordinator to provide comprehensive administrative support across Student Services, Admissions, and Student Affairs. This role involves maintaining student records, supporting admissions processing, and coordinating events while serving as a point of contact for students, faculty, and staff.
Responsibilities
- Perform PeopleSoft data entry, including posting undergraduate transfer and test credits; graduate block transfer credits (PhD, DMSc, OT, CSD); updating expected graduation terms; managing student plans/subplans; and adding or removing advisors
- Track graduation responses and manage accessibility-related inquiries
- Prepare and process diplomas (approximately 500 annually), including printing materials for student and faculty lineups and signage
- Print and mail enrollment verifications, certificates, and related documentation
- Provide general administrative support and complete other duties as assigned
- Download and enter International English Language Testing system and Duolingo scores into PeopleSoft
- Download transcripts and upload documents to GradCAS (Graduate Enrollment management Centralized Application Service)
- Process WES (World Education Services) / ECE (Educational Credential Evaluators) evaluations and upload them to GradCAS (Graduate Enrollment management Centralized Application Service)
- Scan and upload mailed transcripts and admissions documents
- Retrieve undergraduate University of Pittsburgh transcripts
- Audit CASPA (Centralized Application Services for Physician Assistants) and CASPA (Centralized Application Services for Physician Assistants) Hybrid admit letters, application materials, and final transcripts in Perceptive Content
- Collect and manage admissions documentation for matriculated graduate students
- Assist with advisor entry for newly matriculated students (CASPA, CASPA Hybrid, DMSc (Doctor of Medical Science))
- Provide overflow support for Clinical Mental Health Counseling applications
- Upload admissions documents to Perceptive Content for upcoming terms
- Complete additional admissions-related tasks as needed
- Staff the Student Affairs reception desk two days per week (Mondays and Fridays)
- Schedule internal meetings and coordinate events for the Student Affairs team
- Maintain and update the SHRS Student Resource Hub
- Manage standard operating procedure documentation
- Coordinate student and staff events, including communications, meetings, timelines, and Qualtrics surveys
- Provide general administrative support as assigned
Skills
- A bachelor's degree is required with one year of administrative experience
- Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines
- Demonstrated attention to detail to ensure accuracy in data entry and document preparation
- Clear, professional verbal and written communication skills for interacting with students, faculty, and staff
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
- Ability to coordinate schedules, meetings, and events effectively
- Strong interpersonal, problem-solving, and customer service skills with a friendly, solution-oriented approach
- Adaptable to changing priorities and unexpected challenges
- Proven discretion and professionalism in handling sensitive and confidential information
- Experience with information systems, databases, records management, with PeopleSoft experience strongly preferred
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