Administrative Coordinator - Mellon College of Science - Physics Department

Carnegie Mellon University•Pittsburgh, PA

19h•Onsite

About The Position

Carnegie Mellon University's Physics department within the Mellon College of Science is seeking an Administrative Coordinator. This role is crucial for supporting departmental programs and projects by providing high-level administrative and coordination support. The Administrative Coordinator will work closely with department leadership, serving as a central resource for daily operations. This position requires initiative, attention to detail, and a strong understanding of departmental processes and procedures.

Requirements

High School Diploma or GED required.
3-5 years of administrative support experience required.
Excellent organization, planning, interpersonal, problem-solving and reasoning skills required.
Successful completion of a pre-employment background check.

Nice To Haves

Experience in higher education highly desired.
A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Performs general office support responsibilities, such as answering phones, screening phone calls and taking messages; sorting and distributing incoming mail; operating copiers and other office machines.
Processes travel and reimbursements for business expenses.
Produces purchase orders, assigns charges to appropriate Oracle general ledger and grants management accounts, works with faculty and lab personnel as well as vendors to ensure timely and accurate creation of purchase orders, compliance with university, college and department policies and procedures, receives in the Oracle system and works with Accounts Payable to ensure payment and detailed record keeping of these transactions.
Assists business manager in developing budgets and ensures activities are in compliance with accounting policies and procedures.
Assists with monitoring department expenditures and budget, places purchase orders and approves invoices for payment.
Handles monthly accounting reconciliations, tracking down and correcting problems.
Makes deposits.
Provides audit assistance including review for compliance and assistance with problem solving.
Provides general office management: setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc.
Provides back-up support and clerical assistance to the Department Head and/or other administrative faculty and staff.
Maintains both hard copy and electronic filing systems, keeping file systems in order and up to date.
Produces and helps process AP Redistributions as needed.
Processes travel and reimbursement for business expenses.
Maintains recordkeeping and distributions of keys.
Other duties as assigned.