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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