Administrative Assistant II, Computer Science Department-2012847
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-focused individual to join our team. This role will provide administrative support to research and teaching faculty. You will be responsible for administration and management of both education and research activities for multiple high-level faculty, in addition to supporting other special projects as needed.
Your core responsibilities will include:
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, itineraries, agendas, etc.
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.
Occasional weekend and evening hours may be required.
You should demonstrate:
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;
Ability to demonstrate initiative, be flexible, remain calm and thrive in a fast-paced environment;
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;
Ability to function competently in a team environment.
High School Diploma or GED is required; Associate's degree or an equivalent combination of training and experience preferred;
At least 5+ years of administrative support experience is required;
Strong administrative skills;
Superb attention to detail and data management skills;
Excellent organizational skills, time management and calendar management skills;
Must have PC skills and be proficient with the following applications: Microsoft Outlook, Word, Excel, and PowerPoint. Familiarity with databases;
Ability to handle multiple tasks, meet inflexible deadlines, and handle confidential information;
Please visit " Why Carnegie Mellon " to learn more about becoming part of an institution inspiring innovations that change the world.
Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
Job Function: Office / Administrative Support
Primary Location: United States-Pennsylvania-Pittsburgh
Time Type: Full Time
Organization: COMPUTER SCIENCE DEPARTMENT
Minimum Education Level: High School/GED
Preferred Education Level: Associate's Degree or equivalent
Budgeted Base Pay: Negotiable
Internal Number: 2012847
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.