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Project Administrator

4 months ago

Pittsburgh, United States Carnegie Mellon University Full time

The Technology for Effective and Efficient Learning (TEEL) Lab at Carnegie Mellon University carries out research at the forefront of learning science, designs and develops innovative learning system technologies, curates curricula in emerging domains to advance workforce training. The TEEL Lab develops learning platforms that support interactive and social learning through iterative independent exploration, discussion and collaboration, with a focus on hands-on learning in the areas of cloud computing, data science, machine learning, and artificial intelligence (AI).

The TEEL Lab is a tightly-knit collaborative team of faculty, researchers, designers, developers, learning scientists, and students who work and support each other in a fast-paced, results-oriented fashion. The team adopts agile cloud-native development principles to develop cloud-hosted microservices as part of our learner-centered online learning ecosystem.

The TEEL Lab is seeking a Project Administrator I to join our large (40+) and dynamic team. This person will be responsible for supporting project management of moderately complex projects and educational activities in the TEEL Lab. Responsible for supporting the lab in hiring and onboarding staff, research assistants, and teaching assistants. The ideal candidate will engage with the public, Community College partners, and CMU staff and faculty to promote the TEEL Lab through email, in person meetings, updates of the TEEL Lab website, and coordinating with CMU Communications and Marketing. Oversee the daily functions of the research group to ensure projects are running smoothly and on deadline. Responsible for managing budgets and project plans, planning internal and external events, and monitoring workflows and project deliverables.

The ideal candidate is detail-oriented and passionate about delivering high-quality, on-time solutions, and excellent at problem-solving. The candidate who is continuously learning new skills to support the lab, responsive to time-sensitive tasks, and effectively communicates with team members. Eager to apply new technology and processes for the benefit of the team, such as Notion, Slack, Google and Microsoft suite of applications. Familiarity with Workday, Oracle, HTML/CSS, Learning Management Systems (such as Canvas and Blackboard), and other university systems would be helpful. It is a requirement of this role to take the initiative to solve problems, analyze data and outcomes, make quick administrative decisions for the group, handle tasks independently, and offer new methods and approaches as often as possible.

Core Responsibilities:

Responsible for Project Management activities for moderately complex projects including:

Weekly, Monthly, Quarterly, and Yearly Reporting Support:

  • Running weekly and monthly reports using Workday reports entered into spreadsheets.
  • Monthly review of lab expenditures to check for errors or omissions.
  • Assist TEEL lab members with monthly, quarterly, and yearly reports, such as collecting information from multiple sources to enter into reports, editing reports for clarity and accuracy, etc.
Hiring, Onboarding, Offboarding Support:
  • Acting as an intermediary between the Computer Science Department Business Office and the TEEL lab for hiring, onboarding, and offboarding.
  • Collect relevant information from team members before hiring, submit information about hire to CSD Business Office, post job descriptions to Handshake, and keep team members up-to-date on the hiring process.
  • Assist new team members as they start with the TEEL lab (onboarding).
  • Assist team members as they leave the TEEL lab (offboarding).
TEEL Lab Partner Interactions:
  • Project management/ownership of incoming client requests and getting them done in a timely manner.
  • Communicate with new potential clients by receiving requests for adopting Sail() via multiple channels, timely email communication, and scheduling meetings between clients and the TEEL lab team.
  • Communicates with current clients by receiving emails or requests regarding setting up new courses, expanding course offerings, professional development, issues with Sail(), etc. Timely email communication with current clients and working with TEEL lab members to provide timely support for those clients.
  • Adopt/develop a ticketing process to address partner requests in a timely fashion.
  • Participate in collecting any necessary supporting documents, such as letters of support from partners.
Scheduling and Attending Meetings:
  • Use university websites for scheduling meetings in the Gates-Hillman building and beyond.
  • Use Google Calendar for scheduling meetings within the TEEL lab team and scheduling meetings for the team with external collaborators.
  • Use Notion to prepare meeting agendas and then post meeting agendas on Slack ahead of daily lab meetings.
  • Attend meetings and take meeting notes in Google docs and/or Notion.
  • Act on the outcomes of meetings: create an agenda for the next meeting, send emails, connect with team members, etc.
External Communication:
  • Maintains TEEL lab and Sail() Platform websites through regular updates of publications, conferences, new courses, professional development workshops, etc.
  • Promotes the TEEL lab by developing promotional updates on lab activities and working with the CMU Communications department to widely distribute those updates.
Event Planning and Management:
  • Plan, organize, and support events such as workshops, conferences, meetings, etc. at locations on and off campus.
  • Provide planning and support for in-person and virtual graduation ceremonies and professional development.
  • Coordinates use of various Learning Management Systems (LMSs) such as Canvas, Blackboard, D2L, etc. course systems for faculty upon request, such as tracking what courses are being offered, where they are located, and the number of students enrolled.
Expense Reports & Purchasing & Travel:
  • Collecting receipts, grant information, and spending justification from team members.
  • Processing expense reports to reimburse team members.
  • Management of Purchasing card (P-card) for recurring expenses, such as lunches, lab supplies and equipment, certificate exams, software licenses, etc.
  • Arranges travel for domestic and international faculty team trips.
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.

Qualifications:
  • Bachelor's Degree
  • 1-2 years of project management experience.
  • 3-5 years of relevant work experience.
  • Excellent analytical, oral/written communication, organization and planning, teamwork, and problem solving and reasoning skills.
  • PMP PMI preferred.
  • 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
Program, Project and Operations Management
Position Type
Staff - Fixed Term (Fixed Term)
Full Time/Part time
Full time
Pay Basis
Salary
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