Executive & Project Specialist - Pittsburgh Scholar House

Point Park UniversityPittsburgh, PA, US

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Job Description

POSITION : Executive & Project Specialist

LOCATION : Pittsburgh Scholar House, Pittsburgh PA

REPORTS TO : Chief Executive Officer

POSITION OVERVIEW :

The Executive & Project Specialist at Pittsburgh Scholar House (PSH) plays a vital role in advancing the mission of the organization by providing comprehensive support across executive administration, program coordination, and funding development. This position reports directly to the CEO and works closely with the leadership team, staff, Board of Directors, program participants, and external partners.

The Candidate will manage executive and organizational operations, including calendar and office management, board support, and event coordination, while also supporting program implementation, grant writing, and funding compliance. The successful candidate will be highly organized, detail-oriented, and comfortable managing multiple priorities in a fast- paced, mission-driven environment.

QUALIFICATIONS :

Associate's degree in business administration, communications, nonprofit management, or related field required; bachelor's degree Please note : 2-3 years of experience may be substituted for an associate's degree; 4-5 years of experience may be substituted for a bachelor's degree.
Minimum of 3 years of experience in executive administration, operations, program coordination, or nonprofit management.
Proven experience in grant writing, fundraising support, or program compliance a plus
Strong organizational and time management skills with the ability to prioritize competing deadlines.
Excellent written and verbal communication skills, with strong attention to detail and accuracy.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint), Adobe Acrobat, and database systems (i.e., Bloomerang).
Ability to work collaboratively across diverse teams and with external stakeholders.
High level of discretion in handling confidential and sensitive information.

Key Duties :

Executive & Office Management

Oversee office operations at two locations, including supplies, equipment, mail, invoices, and vendor relationships.

Maintain accurate electronic and physical records, ensuring confidentiality and accessibility

Support weekly credit and debit card reconciliations and assist with expense tracking and payments.

Identify and implement process improvements to enhance organizational efficiency

Manage the CEO's calendar, travel arrangements, deadlines, and meeting preparation.

Grants & Funding Support

Collaborate with the CEO and team to draft, edit, and submit compelling grant applications

Track application statuses, reporting deadlines, and compliance requirements in systems such as SharePoint and Bloomerang.

Prepare accurate reports for funders by analyzing and interpreting fiscal data.

Support PSH Leadership with donor communications and stewardship activities

Board & Sub-committee Support

Prepare board and Sub-committee meeting materials, distribute agendas, and record minutes.

Track board member terms and coordinate election / voting processes

Maintain official records of board actions and communications

Serve as administrative liaison between staff leadership and the Board of Directors

Program Support & Quality Control

Assist in supporting PSH's Residential Program and related initiatives, ensuring high- quality standards and compliance with government regulations.

Liaise with participants, the Housing Authority, and campus / maintenance staff to share information and address program needs.

Collaborate with Wayfinders Program Specialists to interview applicants and assess eligibility for housing support.

Develop, update, and maintain program resources, including handbooks, presentations, and agreements.

Event Planning & Communications

Assist in planning and coordinating organizational events, staff trainings, and awareness-raising activities.

Manage logistics such as scheduling, reserving spaces, ordering supplies, preparing materials, and arranging catering.

Assist in drafting and editing internal and external communications, including newsletters, social media, and presentations.

Physical & Scheduling Requirements

Ability to safely and successfully perform essential job functions consistent with the ADA

Must be able to lift and carry up to 20 and perform tasks requiring sitting, standing, reaching, and stretching.

Must be able to communicate clearly via phone, email, and video conferencing platforms

Hybrid schedule with required in-person office time and flexibility for some evening and weekend hours.

Compensation & Benefits

Competitive salary commensurate with experience

Health, dental, and vision insurance

Retirement savings plan with employer contribution

Paid time off, including vacation, sick leave, and holidays

Professional development opportunities

Hybrid schedule (requires in-person office time with some evening & weekend hours)

Why Join Pittsburgh Scholar House? This role offers the opportunity to be at the heart of a growing organization dedicated to empowering single-parent scholars and their families. As Executive & Project Specialist, you will gain a comprehensive view of nonprofit operations, supporting leadership, strengthening programs, and helping secure critical funding.

Commitment to Equity : Pittsburgh Scholar House is an equal opportunity employer committed to fostering an inclusive workplace where diverse experiences strengthen our mission to advance economic mobility for single-parent families.

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