Administrative Coordinator - College of Engineering - Biomedical Engineering

Carnegie Mellon University • Pittsburgh, PA

1d

About The Position

Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn’t imagine the future, we invent it. If you’re passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here! The Biomedical Engineering (BME) Department at Carnegie Mellon University is renowned for its interdisciplinary approach to solving complex healthcare challenges. Located within CMU's College of Engineering, the department emphasizes the integration of engineering principles with biomedical sciences to address pressing medical and biological issues. The department is characterized by its focus on creating impactful technologies and therapies that improve patient care and advance biomedical innovation globally. The Biomedical Engineering (BME) Department at Carnegie Mellon University is looking for an Administrative Assistant who will be responsible for providing administrative, coordination, operational, and financial assistance for the department. This person works closely with the Director of Finance and Operations and Associate Business Manager to ensure that departmental finance, human resources, and operations are run smoothly. Provides support to faculty, staff, and students in carrying out their duties, including purchasing, making travel arrangements, reconciling expenses, room scheduling, procuring ID cards, processing visitor requests, and other administrative tasks. Oversees office inventory, office/seat assignments, and office swipe card access, and provides guidance regarding practices, policies, and procedures of the department. Core Responsibilities: Coordinates various administrative duties such as managing departmental key distribution, swipe card access, keeps an accurate building roster, submits FMS service requests, sorts and distributes mail, maintains department email distribution lists, manages conference room calendars and associated audio/visual needs, responds to copy machine issues and coordinates repairs, orders catering for events, receives packages, and receives departmental guests. Serves as liaison with various campus departments including physical plant to insure building maintenance, work orders completion, etc. or Property Management to tag, track, etc. department equipment. Books travel for faculty, staff and students. Processes reconciliations on behalf of buyers, other staff, and faculty. Makes office, course, and simple research purchases. Processes Human Subject Payment Requests. Produces and assembles regular reports and summaries. Frequently required to respond directly to inquiries and requests regarding these reports. Assists with the coordination of departmental seminars, which includes but is not limited to making travel itineraries, scheduling meetings, and advertising/promoting seminars. Plans departmental events and assists with undergraduate, graduate and alumni events. Serves as initial contact and liaison, providing information/coordination via phone or in person for funding agencies or other outside associations. Provides general information regarding research and non-research contracts Provides general information regarding undergraduate and graduate programs such as, advisors, admissions process, faculty contacts, required courses, etc. Runs and prepares Workday reports as requested to monitor position end dates for renewals, terminations, contingent hires and Central, College, and departmental data requests. Collects and organizes data for various reports as well as produces and assembles these reports Serves as backup Department Initiator in Workday for HR processes like creating positions, job change transactions, visitor requests, staff hiring requests and hiring and onboarding student positions. Other duties as assigned. Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Requirements

• High School/GED or equivalent
• 1-3 years’ Experience in Administrative Support
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

• Coordinates various administrative duties such as managing departmental key distribution, swipe card access, keeps an accurate building roster, submits FMS service requests, sorts and distributes mail, maintains department email distribution lists, manages conference room calendars and associated audio/visual needs, responds to copy machine issues and coordinates repairs, orders catering for events, receives packages, and receives departmental guests.
• Serves as liaison with various campus departments including physical plant to insure building maintenance, work orders completion, etc. or Property Management to tag, track, etc. department equipment.
• Books travel for faculty, staff and students.
• Processes reconciliations on behalf of buyers, other staff, and faculty.
• Makes office, course, and simple research purchases.
• Processes Human Subject Payment Requests.
• Produces and assembles regular reports and summaries. Frequently required to respond directly to inquiries and requests regarding these reports.
• Assists with the coordination of departmental seminars, which includes but is not limited to making travel itineraries, scheduling meetings, and advertising/promoting seminars.
• Plans departmental events and assists with undergraduate, graduate and alumni events.
• Serves as initial contact and liaison, providing information/coordination via phone or in person for funding agencies or other outside associations.
• Provides general information regarding research and non-research contracts Provides general information regarding undergraduate and graduate programs such as, advisors, admissions process, faculty contacts, required courses, etc.
• Runs and prepares Workday reports as requested to monitor position end dates for renewals, terminations, contingent hires and Central, College, and departmental data requests.
• Collects and organizes data for various reports as well as produces and assembles these reports
• Serves as backup Department Initiator in Workday for HR processes like creating positions, job change transactions, visitor requests, staff hiring requests and hiring and onboarding student positions.
• Other duties as assigned.

Benefits

• Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions.
• Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance.
• Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!
• For a comprehensive overview of the benefits available, explore our Benefits page.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees