Senior Administrative Coordinator - Office of the Provost

Carnegie Mellon University is a private, global research university that stands among the world's most renowned educational institutions and sets its own course. With cutting-edge brain science, groundbreaking performances, innovative start-ups, driverless cars, big data, big ambitions, Nobel and Turing prizes, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we create it!
We are currently seeking a Senior Administrative Coordinator to join our team. This is an excellent opportunity for someone who thrives in an interesting and challenging work environment. You will be asked to performing general office and clerical work as assigned, including filing, communication, and other related services.

Core responsibilities include:

• Supporting the Senior Project Manager in planning and execution of initiatives and events, including executive searches and onboarding, executive-level event planning, and visitor staffing.

• Supporting the Executive Administrator and Manager of Administrative Operations as needed with:

  • Scheduling and reservations;

  • Catering;

  • Tracking expenses;

  • Gifting and benevolence; and

  • Serving as the primary back-up to the Executive Administrator and Manager of Administrative Operations

• Supporting the provost’s communications team and members of the provost’s cabinet with projects as needed, to include the production of and collaboration on various printed and digital materials.

• Acting as the primary point of contact for all visitors to the 5th floor lobby, offering exceptional customer service and, providing information or coordinating requests on behalf of the provost office and other offices on the 5th floor.

• Providing administrative and clerical support to members of the provost team including drafting documents (agendas, meeting notes, form letters, itineraries, and memos), creating signage, and preparing/proofreading materials from rough drafts or dictation.

• Scheduling meetings and coordinates meeting rooms and event logistics for various members of the team.

• Acting as liaison with other university departments i.e. parking services, FMS, human resources, catering, print services, and with outside vendors and organizations.

• Managing general office operations, including setting up and maintaining filing systems, maintaining floor inventory of shared supplies, ordering catering, reserving rooms, and maintenance of floor and kitchen appearance.

• Preparing and processes purchase orders, bill payments and expense reports for provost office projects.

• As schedule permits, supporting staff on project- based strategic initiatives, including but not limited to the organization of materials, content development for events, and benchmarking research as needed.

• Maintaining the department calendar to prioritize time-critical tasks, such as group meetings and efficient use of shared office spaces.

• Frequently required to respond directly to inquiries and requests regarding information, processes, or referrals to other operations.

• Maintaining strict confidentiality of all matters related to the Provost’s office and the university.

• Performing other duties as assigned.

Flexibility, excellence, and passion are vital qualities within the Provost Office. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

You should demonstrate:

• Strong customer service skills

  Strong written and oral communication skills

• Strong organization and planning skills

• Digital literacy including demonstrated proficiency with Microsoft Office applications (Word, Excel, PowerPoint, etc.).

Qualifications: 

• High school diploma or GED required, bachelor’s degree preferred

  5-8 years of administrative support and customer service experience required

• Prior experience in academia or a higher education environment is helpful

• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful Background Check

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: