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Administrative Coordinator

4 months ago

PITTSBURGH, United States Carnegie Mellon University Full time

Reference #: 2021753 Carnegie Mellon University is a private, global research university that stands among the world's most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we invent it. If you're passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here

The Partnerships Team within the School of Computer Science is seeking an Administrative Coordinator to be responsible for providing advanced administrative support to the department. This role involves assisting with complex programs and projects that demand advanced administrative skills and in-depth knowledge of department practices, policies, procedures, and programs. Responsibilities may include overseeing workflow, leading other administrative coordinators, distributing work, handling payroll and personnel paperwork, reviewing and processing invoices, and coordinating and scheduling meetings, seminars, and conferences. Additionally, this position may involve performing secretarial and clerical tasks.

Core Responsibilities: Senior Level Administrative Coordination Acts as senior-level administrative coordinator, maintaining awareness of team activities and paper flow. Supports rebalancing workload as necessary. Assists with hiring and training new staff and student employees. Assists in recruitment by handling scheduling, itinerary, and forms/document collection. Coordinates the execution of special projects.

Liaison and Record Management Acts as Partnerships Team liaison with other university departments and external organizations. Acts on behalf of the Chief Partnerships Officer or Sr. Associate Directors in their absence. Administers Partnerships Team records and other confidential paperwork or systems interface for the department. Maintains records of invoices, purchase orders, requisitions, etc. Utilizes T360/Salesforce software to update activity and maintain event lists and registrations. May act as a liaison to the Center for Business Engagement (CBE) to recommend feature updates and requests.

Financial Oversight Assists with monitoring Partnerships Team expenditures and budget. Places purchase orders and approves invoices for payment. Handles monthly accounting reconciliations, tracking down and correcting problems. Oversees Partnerships Team petty cash fund. Makes deposits.

Communications and Website Management Works closely with the Communications Specialist to develop websites for centers within the School of Computer Science. Primary person designated for maintaining and updating the SCS Partnerships Team website. Collects and organizes data for various reports and produces and assembles these reports. Completes special projects as assigned.

Secretarial/Clerical and Building Management May perform secretarial/clerical tasks or administrative tasks requiring advanced knowledge and computer skills. May serve as Building Manager, handling routine and emergency maintenance issues. May serve as Property Manager, assisting in property audits, etc.

Administrative Assistance to Partnerships Team Coordinates meetings, seminars, and conferences. Maintains calendar, drafts correspondence, reports, newsletters, and other documents. Processes mail, reserves rooms, and arranges for catering and equipment. Provides relevant in-depth information to faculty, staff, students, outside associates, and the general public concerning department and/or university policies and procedures. Assists the Partnerships team with responding to external inquiries. Answers all routine questions or corrects minor problems. Refers only the most difficult issues and questions to the supervisor.

Inclusion and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who c n 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.

Qualifications: High School Diploma or GED required. Associates Degree preferred. 3-5 years of administrative experience. Experience in higher education preferred. Excellent interpersonal, communication, organization, problem-solving, and reasoning skills required. 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 insuranceto 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 beawaiting 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

LocationPittsburgh, PA Job FunctionAdministrative Support and Coordination Position TypeStaff - Regular Full Time/Part timeFull time Pay BasisHourly More Information:

Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world.

Click here to view a listing of employee benefits

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.

Statement of Assurance

Carnegie Mellon University considers applicants for employment without regard to, and does not discriminate on the basis of, gender, race, protected veteran status, disability, or any other legally protected status.