Administrative Coordinator, Department of Biomedical Engineering-2012033
Carnegie Mellon's Department of Biomedical Engineering is seeking a highly motivated and polished Administrative Coordinator.
If you are looking to join a dynamic and rapidly growing team taking on the grand challenges of healthcare through engineering innovation and collaboration then this may be the right fit for you! Through the convergence of engineering with biomedicine and life science, we pursue the achievement of excellence in biomedical engineering research and education, and inspire creativity and ground breaking ingenuity.
As Administrative Coordinator, you will have opportunities to interact with and support distinguished leaders and scholars, work with Carnegie Mellon's staff, renowned faculty, and students, to contribute to the development of a department that is making a true difference in our community and world.
This is an excellent opportunity for someone who thrives in an interesting, dynamic and challenging work environment where employees are valued for their contributions and creativity.
Your primary responsibilities will include:
Assisting the Biomedical Engineering Department Head with developing and sustaining a large number of collaborations. This includes organizing and scheduling meetings, assisting in maintaining the calendar of the Department Head, and ensuring all facets of a collaborator's visit/interactions with the department is seamless.
Handling all aspects of coordinating departmental seminar series which includes but not limited to making travel itineraries and advertising/promoting seminars.
Coordinating various administrative duties such as handling departmental key distribution, swipe card access, keeping an accurate building roster, maintaining department email distribution lists, handling conference room calendars and associated audio/visual needs, ordering catering for events, receiving packages, and receiving departmental guests.
Coordinating supply levels and inventories for the departmental offices, functional space, and conference rooms.
Planning departmental events and assists with undergraduate, graduate and alumni events.
Serving as initial point of contact for faculty, staff and visitors to the department, and assists faculty, students, and staff by directly responding to requests.
Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, being able to collaborate and work with a dynamic population of internal and external partners at a high level of integrity and professionalism will contribute to your success. You should have excellent attention to detail, keen project management and customer service skills, and be a star at coordinating and executing events of all sizes.
We will also look for you to:
Communicate effectively in sensitive situations and to interact with a diverse body of students, staff and faculty as well as individuals and agencies external to the university in a highly polished, friendly and helpful manner.
Possess professional poise and polish and appropriately interact with special guests as well as distinguished scholars and professors.
Exceptional computer and database management skills, including deep knowledge of database systems as well as advanced knowledge Microsoft Office Suite and other computer-related concepts.
Possess excellent organizational skills and ability to handle calendar management, travel itineraries, event coordination, etc.
Possess a strong customer service orientation with astute telephone and email etiquette.
Have the ability to prioritize projects and meet deadlines, maintain accurate and detailed records, and manage day-to-day activities.
Write clear and accurate reports and business correspondence. Exceptional writing, editing and proofreading skills are a requirement.
Have strong financial acumen and follow through with the ability to effectively prepare or assist with preparing expense reports, handle travel reimbursements, manage other financially related process requests, documentation, records, or reports.
Demonstrate appropriate sensitivity to maintaining and safeguarding confidentiality.
Display the ability to solve practical problems by relying on strong analytical, reasoning and problem solving skills.
Work effectively with frequent interruptions, meet tight deadlines, prioritize and delegate work, and deal with people professionally and effectively, while remaining calm and project oriented.
Be able to work extended hours including weekends and evenings as needed.
We consider a B.A. or B.S degree to be a plus.
We are looking for you to have 3+years of related experience providing administrative/office support assistance that included calendar management, travel coordination (domestic and international), event coordination and financial transactions such as processing reimbursements and credit card transactions in an academic or community relations environment.
In-depth experience with coordinating large and/or VIP events is helpful.
Experience supporting a high-level executive with activities such as calendar management, reimbursements, etc. is strongly desired.
Experience in higher education preferred.
Internal Number: 2012033
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.