Administrative Assistant II - Robotics Institute

Carnegie Mellon University•Pittsburgh, PA

About The Position

The Robotics Institute seeks an energetic, customer-oriented Administrative Assistant II to provide administrative support to designated faculty members, their teams and projects, and other departmental functions. The position requires in-depth knowledge of university and institute practices, policies, and procedures. Responsibilities include procurement, travel and agenda arrangements, expense reports, data and financial reporting, meeting and event coordination, project expenditure monitoring, and preparation of transaction forms, reports, and summaries. The role prepares and processes reimbursements, procurement transactions, reconciliations, purchase orders, human subject payments, and other transaction forms; monitors faculty budgets and expenditures; and may assist with project budgeting, forecasting, and proposal submissions. It also supports calendars, correspondence, records, office operations, confidential materials, and departmental front desk functions. The assistant serves as an initial contact and liaison for faculty, university offices, students, external organizations, and the public, and may assist with hiring and training peer staff or with assigned special projects. The position also coordinates workshops, conferences, and laboratory demonstrations.

Requirements

High school diploma or GED.
5–8 years of administrative support experience (preferred qualification stated in the posting).
5–8 years of data entry experience (preferred qualification stated in the posting).
5–8 years of office management experience (preferred qualification stated in the posting).
5–8 years of word processing experience (preferred qualification stated in the posting).
Effective interpersonal skills.
Effective organizational planning skills.
Effective oral and written communication skills.

Nice To Haves

High school diploma or GED.
5–8 years of administrative support experience.
5–8 years of data entry experience.
5–8 years of office management experience.
5–8 years of word processing experience.
Effective interpersonal skills.
Effective organizational planning skills.
Effective oral and written communication skills.

Responsibilities

Prepare expense reimbursements, procurement transactions, reconciliations, purchase orders, human subject payments, and other transaction forms.
Monitor faculty budgets, web reports, and expenditures; may assist with project budgeting, forecasting, and proposal submissions.
Collect and organize data, compile information, and produce and assemble reports.
Compose, proofread, or edit correspondence, proposals, minutes, and other materials.
Maintain and schedule faculty appointment calendars and conference room resources; arrange meetings, agendas, travel, and special events.
Handle confidential materials, including recommendation letters.
Submit Web Hire request forms and assist with questions about required paperwork and related logistics.
Perform general office support, including reviewing, sorting, and distributing mail or email and operating office equipment.
Set up and maintain online filing systems or databases.
Arrange meals or snacks for meetings and co-assist with department front desk functions, including maintaining kitchens, supplies, and coffee machines.
Serve as an initial contact and liaison, providing information and coordination by phone, email, or in person for funding agencies and other outside associations.
Provide general information regarding research and non-research contracts.
Act as primary support staff and liaison between faculty and university offices, faculty members, staff, students, other institutions, and the public.
Provide information about faculty lab and department services, policies, and procedures to students, faculty, staff, and the public.
Attend departmental and faculty project meetings as required; serve on department committees and complete special projects assigned by a supervisor or faculty member.
Coordinate workshops, conferences, and laboratory demonstrations, including proceedings, preparations, room scheduling, and organizing required services.
May assist with hiring and training peer staff.