ASEEES Finance and Administrative Assistant

The Association for Slavic, East European, and Eurasian Studies (ASEEES) at the University of Pittsburgh is seeking a part-time (30 hours per week) Finance and Administrative Assistant. This dual role will require a versatile professional capable of handling financial tasks as well as providing administrative support. The ideal candidate will be detail-oriented, possess, and have a strong understanding of financial processes.

Under ASEEES Executive Director's supervision, Finance and Administrative Assistant is responsible for handling financial transactions for ASEEES, including maintaining its QuickBooks accounting files, entering data, generating invoices, paying bills, making bank deposits, processing credit card payment, preparing financial reports, and interacting with vendors and customers. The Assistant also answers general customer inquiries via phones, emails, or online form, performs a variety of clerical duties, including filing paperwork, and data entry; maintains organized files, both electronic and physical, and ensures the office is well-maintained. Travel to the annual convention may be required.

Qualifications: Associate degree plus 5 years of bookkeeping or related administrative experience is required; a Bachelor's degree is preferred. Familiarity with basic accounting principles and proficient knowledge of QuickBooks software; experience in handling credit card transactions; proficient knowledge of Microsoft Word and Excel; excellent organizational skills; excellent verbal and written communication skills; ability to work independently and set priorities.

Knowledge of and interest in Slavic, East European and Eurasian studies and knowledge of one (or more) language(s) spoken in the region is preferred. 

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Essential Functions 

Serves as the primary support to senior and executive level roles; coordinates with associated teams. Manages office workflow, projects, and schedules; serves as primary liaison between internal and external stakeholders. Develops agendas and meeting materials; coordinates special events. Answers telephone, takes messages, and transfers callers; provides information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails. Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support for academic or administrative departments as it relates to administrative tasks. Proposes solutions to moderately complex problems; identifies improvements for efficiency and accuracy. Prepares and edits various technical documents, including financial reports, presentation materials, procedural manuals, content on department website, publications, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials. Assists with budget preparations, makes purchases, collects payments, and verifies billing information; assists with vendors on quotes and invoicing. Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, and data entry.

Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.