Administrative Assistant - School of Computer Science - S3D
Carnegie Mellon University
Location: Pittsburgh, Pennsylvania
Internal Number: 2020763
The Software and Societal Systems Department (S3D) is searching for an experienced customer service orientated, and highly organized individual to join our team of Administrative Assistants. This is an excellent opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by being responsible for providing administrative support to assigned faculty members and their associated teams as well as some senior management staff in the business office and other departmental support functions. The position requires knowledge and understanding of university and departmental practices, policies, and procedures. This position is responsible for procurement, preparing expense reports, arranging travel and agendas, coordinating arrangements for meetings, conferences, and workshops.
Your core responsibilities will include:
Calendar Management: Maintain individual faculty calendars or other project-related calendars. Schedule with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, zoom, 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. Ensure purchases and expenses are properly charged in adherence to sponsored project and other internal budgets.
Course Management: May schedule TA sessions, copy course materials, enter grades into S3 system. Manage course work in Canvas, or other systems as directed by assigned faculty; may create and maintain course-specific sites inside or outside of CMU course management systems.
Event Management: Plans and coordinates events such as seminars, workshops, conferences, colloquium, 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. Produces reports, posters, and other documents as is needed.
Administrative Support: Arranges domestic/international travel for faculty, visitors, and faculty team trips. General administrative support such as maintaining office supplies, copying materials, hanging posters, etc. Set up Zoom meetings.
Technical Skills: Creates and manages websites, shared directories, databases, social media, and/or digital information archives; may assist in report preparation. Edits, writes, performs graphics enhancements using various software and tools. Creates and manages file systems using online storage systems such as Box. Use of university and department-specific software systems to accomplish required tasks which may include Microsoft Office, Google Apps, Oracle, Canvas, etc. Must be willing to learn new software.
Research Team Support: Supports day-to-day operation of assigned faculty research teams (students, staff, post-docs, visitors); these activities include, but are not limited to, processing human subject payments/Mechanical Turk payments, arranging travel, maintaining/tracking inventory, updating/maintaining/proofreading publications, bibliographies, technical reports, etc.; other support tasks as needed.
Recognizes the opportunity for process improvement and participates in the implementation.
May serve on inter-departmental committees. Acts as a liaison or contact person with other university departments, i.e., Budget Office, Registrar, Property Management, Human Resources, etc., and with outside organizations. Assists in the research, preparation, and processing of information.
Performs general office support responsibilities, such as reviewing, sorting, and distributing incoming mail, operating equipment such as copiers, printers, scanners, and fax machines.
Performs related duties and special projects as assigned.
Inclusion and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who can effectively interact with a varied population of diverse audiences. We are looking for someone who shares our values and who will support the mission of the university through their work.
High School or GED associate required. Associate's Degree preferred.
3-5 years of experience in administrative support.
Experience in data entry, office management, and word processing.
Higher Education Experience
Efficient Interpersonal Skills
Oral and Written Communication Skills
Organization and Planning Skills
Ability to prioritize work and handle multiple tasks simultaneously and pay close attention to detail.
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
Successful background check
Joining our team in this position opens the door to an array of exceptional benefits, available to all full-time Carnegie Mellon University employees. Experience the full spectrum of advantages, from comprehensive medical, prescription, dental, and vision insurance to enticing retirement savings programs. Unlock your potential with tuition benefits, and take well-deserved breaks with generous paid time off and holidays. Rest easy knowing you're covered by life and accidental death and disability insurance. For a comprehensive overview of the benefits awaiting you, explore: https://www.cmu.edu/jobs/benefits-at-a-glance.
Are you interested in this exciting opportunity?! Apply today!
Administrative Support and Coordination
Staff - Regular
Full Time/Part time
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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.