Description

Administrative Coordinator - Street Medicine

Office of the SVC Health Sciences - Pennsylvania-Pittsburgh - (25006834)

Job Title: Full-Time Administrative Coordinator Street Medicine
Department: Center for Street Medicine, University of Pittsburgh School of Medicine
Reports To: Director, Center for Street Medicine
Location: Pittsburgh, PA (Hybrid)
Type: Full-Time
Position Summary:
The Center for Street Medicine at the University of Pittsburgh is seeking a detail-oriented, highly organized Full-Time Administrative Coordinator to support the administrative and operational functions of our growing Street Medicine and Street Medicine Consult Service programs. This role is essential to coordinating schedules, onboarding new team members, managing supplies and expenses, tracking student projects, and supporting the consult service workflow. Responsibilities also include monitoring patient volume (e.g., number of patients seen through the consult service), tracking engagement of students and faculty across clinical, educational, and research activities, and maintaining financial oversight.
This includes developing and updating systems to track revenues and expenditures, ensuring alignment with grant budgets, and providing regular reports on program metrics and financial performance.

Key Responsibilities:
Scheduling & Coordination
• Develop and maintain weekly clinical and outreach schedules, ensuring appropriate coverage.
• Coordinate calendars for physicians, students, social workers, and other team members.
• Communicate updates and reminders to ensure smooth operations.
Onboarding & Orientation
• Facilitate onboarding for new clinicians, staff, students, and volunteers.
• Track completion of clearances, trainings, and required documentation.
• Maintain onboarding materials and checklists.
Supply & Expense Management
• Order and track medical, outreach, and program supplies.
• Maintain accurate inventory of supplies.
• Submit and track expenses, reimbursements, and procurement card reports.
Street Medicine Consult Service Support
• Monitor incoming consult requests and delegate to appropriate team members.
• Track consult activity, patient volume, response times, and outcomes.
• Ensure documentation and follow-up are completed in a timely manner.
Student & Project Support
• Maintain tracking systems for medical student, resident, and faculty involvement.
• Monitor student project timelines and deliverables.
• Support coordination of educational and research activities.
Finance & Metrics Tracking
• Maintain accurate financial records across grants, donations, and operational budgets.
• Track revenues and expenditures, ensuring compliance with budgetary guidelines.
• Prepare regular financial reports for leadership and funders.
• Develop and maintain metrics dashboards to track patient encounters, student/faculty engagement, and program growth.
General Administrative Tasks
• Serve as point of contact for general administrative support.
• Assist with meeting planning, agendas, and documentation.
• Maintain accurate and updated program records.

Work Environment & Schedule:
Full-time role with flexibility in scheduling and without set hours..
Hybrid role with a mix of remote work and on-site presence (primarily in Oakland and Shadyside).
Occasional availability for evening or weekend events may be requested.

Job Summary

Performs various administrative and student services duties in support of a school. Facilitates human resources recruiting support for faculty, staff, and students; student registration; coordination of teaching schedules; and other related faculty and student services.

Essential Functions

• Scheduling & Coordination.
• Onboarding & Orientation.
• Supply & Expense Management.
• Street Medicine Consult Service Support.
• Student & Project Support.
• Finance & Metrics Tracking.
• General Administrative Tasks.

Physical Effort

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

Assignment Category: Full-time regular

Job Classification: Staff.Academic Administrative Coordinator

Job Family: Academic & Student Services

Job Sub Family: Academic Services

Campus: Pittsburgh

Minimum Education Level Required: Associate's Degree

Minimum Years of Experience Required: 5

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Additional details about Required Licensure/Certification: Associate or bachelor's degree, or equivalent experience in administration, healthcare, or related field. Strong organizational and communication skills. Proficiency with Microsoft Office, Google Workspace, and scheduling tools. Preferred: Experience in a healthcare or academic setting. Familiarity with UPMC and University of Pittsburgh systems (e.g., PantherExpress, Concur, PRISM, Epic). Comfort working with diverse teams and a commitment to health equity.

Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m.

Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab.

Hiring Range: TBD Based Upon Qualifications

Relocation_Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume

Optional Documents: Cover Letter

PI280565422