Since our inception over 50 years ago, the Computer Science Department's mission has remained steadfast: to lead in computer science research and education that has real-world impact — to push the frontiers of the field and produce the next generation's leaders.
We are seeking a dynamic and customer-oriented Administrative Assistant to join our department. In this role, you will provide administrative support for the various outreach efforts under SCS4All https://www.scs4all.cs.cmu.edu/ , which includes Women@SCS, BiasBusters@CMU, and others. This position requires great flexibility and the capacity to build good relationships with our students, faculty, and staff. You will handle activities and events from beginning to end, including post-event review to assess for improvements.
You will help to make events and activities for SCS4ALL run smoothly and effectively. The position requires a strong commitment to the goals of the outreach programs within SCS4All. The job requires flexibility and ability to work evenings and some weekends and to vary time to suit the student activities.
This position also provides support to particular faculty members and their associated teams and projects. You will assist with the work flow within the department, and support budget and other related processes as mentioned below. You may represent the department on campus-wide projects and initiatives and act as resource to less experienced staff.
Event Management: Plans and coordinates events such as seminars, workshops, conferences, retreats, etc., for both on- and off- campus locations. Includes coordinating travel, transportation, meals, registration, etc. Plans, prepares and distributes itineraries or meeting agendas; ensures meeting materials are produced and available. Handles event follow-through review to assess for improvements.
Administrative Support: Arranges domestic/international travel for faculty and faculty team trips. General administrative support such as maintaining office supplies, copying materials, hanging posters, etc.
Calendar Management: Maintains individual faculty calendars or other project related calendars. Schedules with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, phone, etc.) are available.
Transactional Accounting: Handles expense reimbursements for faculty team travel and general business activity. Procures goods and services (with guidance from campus procurement support), arranges payments using a purchasing card (PCard), special service payments, contracts, purchase orders, arranging wire transfers, and other means. PCard verifications. Processing cost redistributions. Ensure purchases and expenses are properly charged in adherence to sponsored project and other internal budgets.
Course Management: Schedules TA sessions, copies course materials, enters grades into S3 system, manages course work through Blackboard. Canvas, or other systems.
Technical Skills: Creates and manages websites, shared directories, databases, social media, and/or digital information archives. Edits, writes, performs graphics enhancements using various software and tools. Creates and manages file systems using online storage systems such as Box.
Financial Reporting: Runs web reports, reviews for project charging accuracy.
Review: Recognizes the opportunity for process improvement and participates in the implementation.
Representation: May serve on inter-departmental committees. Acts as a liaison or contact person with other university departments and with outside organizations.
Special Tasks: Performs related duties and special projects as assigned.
At least 5 years of administrative support experience, including office management
Excellent organization, planning, oral/written communications and interpersonal skills required
Experience in Higher education preferred
Internal Number: 2012433
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.