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

Carnegie Mellon University•Pittsburgh, PA

10d•Onsite

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 support departmental workflows in a fast-paced environment. The role provides administrative, program, event, calendar, and transactional accounting support to faculty, students, visitors, and other internal and external partners. The position includes managing faculty and project calendars; coordinating events and meetings; arranging travel; processing reimbursements, purchases, and payments; and supporting academic programs and student-related activities. It also involves maintaining online file systems, updating website content, and using university and department software and databases. The successful candidate will interact effectively with a varied population of partners and demonstrate integrity, adaptability, organizational ability, and strong communication skills. Other related duties and special projects may be assigned.

Requirements

High school diploma or GED required.
5–8 years of experience in administrative support required.
Excellent organizational, interpersonal, planning, and communication skills.
Successful completion of a pre-employment background check.
A combination of education and proven experience demonstrating comparable knowledge may be considered.
Must be willing to learn new software.

Nice To Haves

Associate’s degree preferred.
Higher education experience preferred.

Responsibilities

Maintain faculty or project calendars and coordinate schedules with internal and external customers, including arranging necessary resources such as rooms, meals, and Zoom.
Handle faculty team and business expense reimbursements; procure goods and services; arrange payments, contracts, purchase orders, wire transfers, and other transactions; verify PCard activity; and ensure expenses are charged appropriately to sponsored projects and internal budgets.
Plan and coordinate on- and off-campus seminars, workshops, conferences, and other events, including travel, transportation, meals, registration, itineraries, agendas, and meeting materials.
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 a syllabus repository and program calendars, assist with final exam schedules, and request or schedule rooms for courses and program events.
Create and manage file systems using online storage systems such as Box and Google Drive.
Update website content and use university and department-specific software and databases to complete tasks.
Perform other related duties and special projects as assigned.