The Machine Learning Department (MLD) at Carnegie Mellon is one of seven academic departments in the top-ranking School of Computer Science.
We are seeking a dynamic Administrative Assistant to join us in MLD. In this role, you will provide administrative and secretarial assistance to our faculty. You will assist with the workflow within the department as well as support budget and other related processes. You may represent the department on campus-wide projects and initiatives and act as a resource to less experienced staff. You may also be asked to perform related work and special projects as assigned.
Your primary responsibilities include:
Calendar Management: Maintaining individual faculty calendars or other project related calendars. Scheduling 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. Maintaining calendars to ensure time-critical issues such as provisional and annual performance reviews, performance management activities, group meetings, project reviews, etc. are identified and adhered to.
Transactional Accounting: Managing expense reimbursements for faculty team travel and general business activity. Procures goods and services (with mentorship from campus procurement support), arranging payments using a purchasing card (PCard), special service payments, contracts, purchase orders, arranging wire transfers, and other means. PCard verifications. Processing cost redistributions. Insuring purchases and expenses are properly charged in adherence to sponsored project and other internal budgets.
Course Management: Scheduling TA sessions, copying course materials, entering grades into S3 system, handling course work through blackboard or other systems
Event Management: Planning and coordinating events such as seminars, workshops, conferences, colloquium, retreats, etc., for both on- and off- campus locations. Including coordination of travel, transportation, meals, registration, etc. Planning, preparing and distributing itineraries or meeting agendas; ensuring meeting materials are produced and are available
Administrative Support: Arranging domestic/international travel for faculty and faculty team trips. General administrative support such as maintaining office supplies, copying materials, hanging posters, etc.
Technical Skills: Building and running websites, shared directories, databases, social media, and/or digital information archives. Editing, writing, performing graphics improvements using various software and tools. Crafting and handling file systems using online storage systems such as Box
Financial Reporting: Running web reports, reviewing for project charging accuracy
Providing other administrative assistance such as coordinating meetings logistics and resources; maintaining calendars, drafting correspondence, reports, and other documents for supervisor's signature and/or approval. Setting up and maintaining complex file systems, and supporting staff and budget related processes and work
Acting as a liaison or contact person with other university departments, i.e. Budget Office, Registrar, Property Management, Human Resources, etc., and with outside organizations.
Handling support staff or student workers through distribution of work and review of work progress. Assisting in the training of newly hired staff and students and providing feedback on performance
Assisting in the research, preparation and processing of information. Recognizing the opportunity for process improvement and participating in the implementation
High School degree or GED required
5+ yrs of Administrative Support Experience required
3-5 yrs of data entry experience, office management experience and word processing experience required
Higher Education experience preferred
Strong interpersonal, verbal and written communication skills required.
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: MLD: MACHINE LEARNING DEPARTMENT
Minimum Education Level: High School/GED
Preferred Education Level: Associate's Degree or equivalent
Budgeted Base Pay: Negotiable
Internal Number: 2013124
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.