Administrative Coordinator - Mellon College of Science - Physics Department

Carnegie Mellon University•Pittsburgh, PA

8d•Onsite

About The Position

Carnegie Mellon University's Physics department within the Mellon College of Science is seeking an Administrative Coordinator to provide high-level administrative and coordination support for departmental programs and projects. This role is central to the day-to-day operations, requiring initiative, attention to detail, and a strong understanding of departmental processes. The ideal candidate will interact effectively with diverse internal and external partners with a high level of integrity and a commitment to the university's mission.

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

Perform general office support, including answering phones, screening calls, taking messages, sorting and distributing mail, and operating office machines.
Process travel and reimbursements for business expenses.
Produce purchase orders, assign charges to appropriate accounts, and ensure timely and accurate creation of purchase orders in compliance with university policies.
Receive purchase orders in the Oracle system and work with Accounts Payable to ensure payment and maintain detailed records.
Assist the business manager in developing budgets and ensuring compliance with accounting policies and procedures.
Monitor department expenditures and budget, place purchase orders, and approve invoices for payment.
Handle monthly accounting reconciliations, track down and correct problems, and make deposits.
Provide audit assistance, including review for compliance and problem-solving.
Manage general office operations, including setting up and maintaining filing systems, initiating and processing purchase orders for office equipment and supplies, and paying bills.
Provide back-up support and clerical assistance to the Department Head and/or other administrative faculty and staff.
Maintain both hard copy and electronic filing systems, ensuring they are organized and up-to-date.
Produce and process AP Redistributions as needed.
Maintain recordkeeping and distributions of keys.
Perform other duties as assigned.