Administrative Assistant, Advancement Communications - University Advancement-2010926
Carnegie Mellon is enjoying its most productive fundraising years in its history, raising more than $500M over the last three years. University Advancement supports the entire CMU community in securing the financial resources the university needs to continue its ascent. As the division grows, we are seeking an Administrative Assistant, Advancement Communications, with a passion for higher education and who appreciate the role of philanthropy in enabling the university to accomplish its mission. We are looking for talented individuals with a passion for their work and a dedication to the mission of CMU. The position will report to the Senior Director of Advancement Communications, and is responsible for 1) providing office management and administrative support for the Advancement Communications and Marketing; 2) assisting with the work flow within the department and with partners across the university; 3) supporting budget and other related processes; 4) acting as resource to staff; 5) handling confidential matters; and 6) communicating with executive offices, internal and external, and interacting with diverse university staff members.
Duties/essential functions may include, but not be limited to, the following:
Responsible for maintaining and scheduling complex appointment calendars. Prioritizes and coordinates meetings, gathers and disseminates meeting materials;
Assists with project initiation, tracking and workflow using department project management tool;
Assists with management of team budget, which includes tracking and processing expenditures, monitoring and reporting spending status;
Compiles and processes documentation for project invoices;
Collects and communicates weekly team schedules;
Orders and maintains office supplies;
Proofreads documents, as needed, following AP and CMU style;
Reviews mailing data files for accuracy and errors;
Performs related duties as assigned.
The successful candidate will demonstrate:
High School Diploma or GED; Associate's degree or equivalent combination of training and experience preferred;
1-3 years of administrative support experience is required;
Ability to demonstrate initiative, be flexible, remain calm and thrive in a fast-paced environment;
Strong administrative skills;
Superb attention to detail and data management skills;
Outstanding verbal/written communication skills;
Superb interpersonal skills;
Excellent reasoning, problem-solving and analytical skills;
Ability to work independently and with co-workers and colleagues;
Excellent organizational skills, time management and calendar management skills;
Ability to function competently in a team environment;
Ability to handle multiple tasks, meet inflexible deadlines, and handle confidential information;
Must have PC skills and be proficient with the following applications: Microsoft Outlook, Word, Excel, and PowerPoint. Familiarity with databases;
Ability to sit for long periods of time and lift five pounds; ability to travel between campus offices; work in close contact with computer, monitor, and keyboard; and
Ability to work independently, work under pressure, juggle multiple projects and assess priorities, pay close attention to detail, meet inflexible deadlines and manage conflicting priorities, and deal with difficult situations while maintaining composure.
Accountability : Responsible for ensuring that the various regular aspects of an assignment or project are carried out in a timely fashion. Incumbent will assure the accuracy and timeliness of all data, correspondence, research and reports. Have direct contact with university staff, faculty, students and high level donors and prospective donors in a professional and courteous manner.
Direction : Expected to work independently within scope of normal responsibilities and university policies and demonstrate good judgement in setting priorities for work completion. Only the most difficult or unique situations are referred to supervisor, as appropriate.
Decision Making : Ability to recognize a potential problem and suggest solutions; makes decisions regarding day to day performance of tasks (e.g. budgetary issues, travel planning and coordination, and scheduling conflicts). Be cooperative and supportive of all public contacts and questions. Handle inquiries directly or refer to the appropriate person without needing direction from the supervisor.
Supervisory Responsibility: This position does not supervise others.
Working Conditions: Primarily sedentary. Work is usually performed in a cubicle setting in close contact with PC and monitor for long periods of time. Occasional weekend and evening hours may be required.
Mental: Ability to pay close attention to detail, work with frequent interruptions, work well under pressure, and maintain quality of detailed work while meeting competing and inflexible deadlines; ability to remain calm during difficult situations; ability to work with confidential information, and maintain confidentiality at all times.
Internal Number: 2010926
About Carnegie Mellon University
Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.