Administrative Assistant II - Robotics Institute

Carnegie Mellon University•Pittsburgh, PA

1d•Onsite

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 role requires in-depth knowledge of university and institute practices, policies, and procedures. Duties include procurement, travel and agenda arrangements, expense reporting, data and financial reporting, meeting and event coordination, project expenditure monitoring, and preparation of transaction forms, reports, and summaries. The position also serves as an initial contact and liaison for faculty and the department, providing information and coordination to university offices, funding agencies, outside associations, students, staff, and the public. The role may support workshops, conferences, laboratory demonstrations, and special projects. This is a regular, full-time staff position based in Pittsburgh, Pennsylvania, with hourly pay.

Requirements

High school diploma or GED.
Preferred experience includes 5–8 years of administrative support.
Preferred experience includes 5–8 years of data entry.
Preferred experience includes 5–8 years of office management.
Preferred experience includes 5–8 years of word processing.
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 submission.
Collect and organize data, compile information, and produce and assemble reports.
Produce, 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 outside associations.
Provide general information regarding research and non-research contracts.
Support communication between faculty and university offices, faculty, staff, students, other institutions, and the public.
Provide information about services, policies, and procedures of the faculty lab area and department.
Attend departmental and faculty-related project meetings as required; serve on department committees and work on assigned special projects.
May assist with hiring and training peer staff.
Coordinate workshops, conferences, and laboratory demonstrations, including proceedings, preparations, room scheduling, and related services.