Administrative Coordinator - School of Computer Science - LTI

Carnegie Mellon University is a private, global research university that challenges the curious and hardworking to deliver work that matters. Our extraordinary institution has distinctive areas of excellence and a culture marked by ambition and a deep, practical engagement with challenges facing society. We continue to produce talented alumni and draw faculty and staff eager to be a part of the university’s creative, dedicated and close-knit community. We place emphasis on practical problem solving, interdisciplinary learning, a transformative spirit, and collaboration.

We are seeking creative and upbeat Administrative Coordinator that will provide administrative and secretarial assistance; assists with the work flow within the department; supports budget and other related processes; may represent department on campus-wide projects and initiatives; acts as resource to less experienced staff

Responsibilities:

• 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.

• Administrative Support: Arranging domestic/international travel logistics for faculty and students. General administrative support such as maintaining office supplies, copying materials, hanging posters, mailing etc. Assisting in the research, preparation and processing of information. Recognizing the opportunity for process improvement and participating in the implementation. Assists with the workflow within the department. Assists in the training of newly hired staff and students and provides feedback on performance. Recognizes the opportunity for process improvement and participates in the implementation.

• Assisting in the training of newly hired staff and students and providing feedback on performance.

• Assists with the workflow within the department. May oversee support staff or student workers through distribution of work and review of work progress. Assists in the training of newly hired staff and students and provides feedback on performance. Recognizes the opportunity for process improvement and participates in the implementation.

• Attends various meetings within the department. May serve on inter-departmental committees.

• 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.

• 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.

• Faculty support: Related duties as assigned in job responsibilities including expense reports, purchasing, planning & calendar management.

• Financial Reporting: Running web reports, reviewing for project charging accuracy.

• Maintains 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.

• Provides administrative assistance such as coordinating meetings logistics and resources; maintaining calendars, drafting correspondence, reports, and other documents for supervisor’s signature and/or approval.

• Provides general office management by setting up and maintaining complex file systems, and supporting staff and budget related processes and work.

• 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.

• Setting up/managing Purchase Orders, cloud service requests, events, and travel for faculty and faculty groups.

• Technical Skills: Building and running websites, shared directories, databases, social media, and/or digital information archives where needed. Editing, writing, performing graphics improvements using various software and tools. Crafting and handling file systems using online storage systems such as Box.

• 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 (P-Card), special service payments, contracts, purchase orders, arranging wire transfers, and other means. P-Card and Travel Card verifications. Ensuring purchases and expenses are properly charged in adherence to sponsored projects and other internal budgets.

• Other duties as assigned.

Requirements:

• High School Diploma/GED

• 3-5 years of administrative support experience

• 3-5 years of data entry experience

• 3-5 years of higher education experience

• Strong interpersonal skills

• Strong oral and written communication skills

• Strong organizational and planning skills

• G Suite/Microsoft Suite

• Entry level event planning

Preferred Education:

• Bachelor's Degree

Physical and Mental Requirements:

• Ability to pay close attention to detail; keep and maintain accurate and detailed reports and records.

• Ability to meet deadlines, work under pressure and with frequent interruptions.

• Ability to prioritize work and handle multiple tasks simultaneously.

• Visual acuity to perform activities such as extended use of a computer monitor, extensive reading, transcribing, analyzing data and figures.

Decision Making:

• Decisions may affect a work unit or department. Job may contribute to business and operational decisions.

Working Conditions:

• Required to work in a normal office environment, and at home during scheduled remote workdays.

Accountability:

• Assists in planning, and/or managing budget in a monitored work unit or department.

• Accountable for the successful completion of individual goals and priorities.

Direction:

• Performs a variety of routine work within established policies and procedures and receives detailed instructions on new projects and assignments. Provided tracking information on ongoing projects.

Supervision:

• Not responsible for supervising others

Joining the CMU team 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.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role & responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique key skills and the different perspectives you bring. Our commitment to fostering an inclusive work environment means we also account for geographic differentials. Your journey with us is about more than just a job; it is about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in this exciting opportunity?! Apply today

Joining the CMU team opens the door to an array of exceptional benefits available to eligible employees.

Those employees who are benefits eligible have the opportunity to experience the full spectrum of advantages from comprehensive medical, prescription, dental, and vision insurance to an enticing retirement savings program offering a generous employer contribution. You can also unlock your potential with tuition benefits and take well-deserved breaks with ample paid time off and observed holidays. Finally, rest easy knowing you are covered by life and accidental death and disability insurance. 

Other perks include a free Pittsburgh Regional Transit bus pass, our Family Concierge Team to help navigate childcare needs, fitness center access, and so much more!

For a comprehensive overview of the benefits that may be awaiting you, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role and responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique skills and the diverse perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: