Administrative Assistant II - Kenneth C. Griffin School of Computer Science - HCII

Carnegie Mellon University•Pittsburgh, PA

About The Position

The Human-Computer Interaction Institute (HCII) within Carnegie Mellon University’s Kenneth C. Griffin School of Computer Science is seeking an Administrative Assistant II to provide administrative support and assist with departmental workflow. The role supports faculty, students, visitors, and program activities in a fast-paced environment, interacting with internal and external partners. Responsibilities include managing calendars; coordinating faculty and visitor travel; processing reimbursements, purchases, and payments; supporting budgets and PCard verification; planning seminars, workshops, conferences, and other events; and providing general office and program support. Program duties include scheduling meetings and rooms, assisting with recruitment and admissions data collection, maintaining program calendars and materials, and supporting student academic progress and alumni engagement. The position also involves managing online file systems, updating website content, and using university and department software and databases. The successful candidate should be adaptable, organized, and able to learn new software. Other related duties and special projects may be assigned.

Requirements

High school diploma or GED.
5–8 years of experience in administrative support.
Excellent organizational, interpersonal, planning, and communication skills.
Successful completion of a pre-employment background check.

Nice To Haves

Associate’s degree.
Higher education experience.

Responsibilities

Maintain faculty and project-related calendars, schedule with internal and external customers, prevent conflicts, and arrange necessary resources such as rooms, meals, and Zoom.
Handle expense reimbursements and procure goods and services; arrange payments through PCards, special service payments, contracts, purchase orders, wire transfers, and other methods.
Verify PCard transactions and ensure purchases and expenses are charged appropriately to sponsored projects and other internal budgets.
Plan and coordinate on- and off-campus seminars, workshops, conferences, and other events, including travel, transportation, meals, and registration.
Prepare and distribute itineraries, meeting agendas, and materials; produce reports, posters, and other documents as needed.
Arrange domestic and international travel for faculty, visitors, and faculty teams.
Provide general administrative support, including maintaining office space and supplies, copying materials, hanging posters, and setting up Zoom meetings.
Schedule program-related meetings and provide information and services to prospective and current students.
Assist with data collection for recruitment and admissions, curricular programs, student academic progress, and alumni engagement.
Coordinate syllabi and incoming student transcripts, maintain the syllabus repository, assist with final exam schedules, and maintain program calendars.
Request and schedule rooms for program courses and events, including orientation, academic progress reviews, capstone presentations, industry speakers, information sessions, and commencement.
Create and manage file systems using online storage systems such as Box and Google Drive, and update website content.
Use university and department software and databases, potentially including Microsoft Office, Google Apps, Oracle, Canvas, S3, and Adobe Creative Suite.
Perform other related duties and special projects as assigned.