PITTSBURGH INSTITUTE OF AERONAUTICS, founded in 1929 is a nationwide leader in aviation maintenance and electronics training and is currently seeking an outgoing and motivated professional to provide administrative receptionist support to the department, along with performing administrative duties and projects as assigned. As an Administrative Assistant your primary responsibilities of the position include customer service support in the form of in-person inquiries, answering phones and email, and processing mail. This position is front-facing not only for prospective students and families, but for the institute as a whole. Strong communication and teamwork skills are necessary while interacting with prospective students/families, colleagues, or other campus constituents.
Minimum Skills/Education:
- Associate degree (Preferred)
- Three (3) years of related experience in administrative support or related area(s)
- Ability to effectively manage multiple tasks
- Drivers License and reliable transportation for offsite responsibilities (post office, event planning, etc.)
- Proficiency in the use of Microsoft Office 365, spreadsheets, word processing, databases, and online resources
- Excellent interpersonal, phone, and written communication skills
- Highly organized
- Previous experience using a Point of Sale (POS) system is a plus
- Ability to complete tasks and paperwork in timely and organized manner
- Considerable knowledge of general office practices and techniques
- Capable of effectively manage multiple tasks
- Full Time Work Schedule: Monday-Friday, 7:30AM – 4:00PM and occasional Saturdays to participate in the schools open house and other school events.
Position Duties
Administrative Assistant Responsibilities:
- Act as the first point of contact for PIA
- Greet and check-in scheduled/unscheduled visitors and direct to appropriate area or person
- Answer and direct calls to appropriate people
- Prepare outgoing mail and correspondence, including e-mail, faxes, and express overnight mail
- Sort and distribute incoming mail
- Prepare postage reports as needed
- Answer telephone calls and respond to general inquiries accordingly
- Coordinate and arrange meetings, reserve and prepares facilities upon request
- Organize, file, and maintain, invoices, correspondence, and other records
- Maintain supplies, and arrange for equipment maintenance
- Monitor fax mailbox for distribution and send departmental faxes as requested
- Assist students with general questions
- Assist with various data entry projects
- Kitchen organization
- Utilize Salesforce to process and send student recruitment mailers and maintain current records
- Must be able to sit or stand for long periods of time.
- Filing miscellaneous documents as needed
- Manage Campus Lost and Found
- Data Entry/Typing Documents as assigned
- Order and maintain office supplies
- Assist with maintaining a safe and secure environment.
Bookstore Duties Including:
- Opening Point of Sale (POS) system during hours of operation
- Verify student orders and receive payments
- Prepare daily report and periodic deposits/accounting reports (reconcile receipts, checks, cash drawer, etc.)
- Process purchases through POS
- Code all bills for bookstore and other miscellaneous bills
- Book and Supply list changes (prices and items)
- Vending machine refunds
- Maintain/organize student project kits (drafting, wire, fasteners, etc.)
- Reconcile and post Anthology and POS transactions
- Maintain quarterly bookstore sign out transactions
- Update and maintain student required book ISBN list
- Track bookstore expenses
- Maintain merchandise inventory
- Fulfill Bookstore sales
- Answer incoming phone calls daily
- Assist students with completion of various student services related documents
- Process tuition payments
- Maintain book/tool/supply orders and complete tool orders for students
- Purchase Items for Resale
Additional Position Responsibilities:
- Complete items in a timely manner as necessary for campus and executive leadership, as requested.
- Assist Campus Director as necessary to support student and graduate population.
- Travel as needed to fulfill position requirements.
- Other duties as assigned.
Administrative Assistant Benefits include but not limited to:
- Insurance
- Medical
- Vision
- Dental
- Company Paid Life & AD&D
- Company Paid STD & LTD
- Voluntary Accident
- Voluntary Critical Illness
- Voluntary Hospital Indemnity
- Voluntary Life & AD&D
- Wishbone Pet
- 401K Retirement plan company match
- Employee Assistance Program
- Paid Time Off
PIA is an equal opportunity employer. Auxiliary aids and services are available upon request to individuals with disabilities.
