Downtown Pittsburgh foundation is in need of a part-time Administrative Assistant to provide support to various departments

Duties to include:

·         Monitoring and managing the program officers’ calendars, scheduling appointments and meetings, and making travel arrangements.

·         Editing and proofreading program staff memorandums and processing all program officer documents in preparation for quarterly meetings.

·         Utilizing the grant database to support the program officers in managing the workflow process to include pending proposals, approved grants, running reports, uploading documents, processing grant agreements and grant reports, and assisting with the grant payment letters.

·         Managing communications with grantees as directed by the program officers and taking meeting notes when requested.

·         Managing the contacts database for mailings.

·         Assisting with physical and electronic project filing and management.

·         Assisting program officers with presentations and short-term research requests, as needed.

·         Managing expense reports for program officers.

·         Assuring that conference rooms, reception area, and common office areas are in order.

·         Answering phones and directing callers to appropriate staff.

·         Maintaining an office presence to welcome and assist visitors and accept deliveries.

·         Assisting with staff events, lunches, and other special events.

·         Maintaining Master Calendar updates for program officers’ in-office meetings, use of video and audio conferencing, vacations, and out-of-office time.


·         Minimum five years of experience in a professional work environment

·         Ability to adhere to current protocols in completing administrative tasks involved in processing a grant from proposal through the final report.

·         Ability to meet deadlines and respond to changing priorities

·         Proficient MSOffice and Adobe skills and willing to learn new software as needed

·         Comfortable working with grant making programs, Blackbaud experience a plus

·         Professional verbal and written communication skills

·         Strong client/customer support skills

·         Team player willing to assist when and where needed

To apply for this job email your details to