Executive Administrator and Inclusion Event Coordinator– Office for Community, Culture, and Engagement.

Carnegie Mellon University • Pittsburgh, PA

2d

About The Position

The Office of the Vice Provost for Community, Culture and Engagement (CCE) plays a vital role at CMU, setting and driving strategies that enhance inclusive excellence across the institution. The office serves as a central convener, coordinating the implementation and application of these strategies within academic and administrative units. We are currently seeking an Executive Administrator and Inclusion Event Coordinator who will be responsible for setting priorities and managing the execution of administrative, financial, and event functions for the CCE. This position will regularly handle sensitive information, requiring the maintenance of strict confidentiality and discretion. Additionally, this position will be responsible for planning and implementing the office’s education and signature events, in conjunction with key campus partners, such as cultural recognitions, MLK, Juneteenth, Pride month, etc. Additionally, this position will provide executive administrative support for the VPCCE Officer, which includes scheduling, travel, and expense/financial reconciliation.

Requirements

• Ability to handle confidential information
• Strong planning and organizational skills
• Strong oral and written communication skills
• Associates degree
• 5-8 years of administrative support experience
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
• Successful pre-employment background check

Responsibilities

• Executive administrative support for the Vice Provost for Community, Culture, and Engagement Officer, which includes scheduling, travel, expense/financial reconciliation, etc.
• Manage the administration of the Office by working collaboratively with others internally and externally
• Draft correspondence, presentations or reports on behalf of the Vice Provost
• Responsible for clerical/coordinating assistance of specific projects or events and/or may be the only support staff for a particular project area
• Assist with project plans and tracking of events, initiatives, and key processes until completion
• Serve as office liaison to key partners (e.g., University events and Engagement, Communication & Marketing and Inclusive Excellence Officer and other collaborators)
• Assist with program and event details (e.g. logistics, props, food, budgets, vendor contracts and invoice processes)
• Track office marketing and communication (e.g., website, social media, articles, etc.)
• Assures operations of the Office are in good working order, financial reviews and reconciliations are completed, and discrepancies are resolved
• Maintains accurate records and knowledge of budget expenditures, and counsels the Vice Provost on status, opportunities and concerns regularly
• Provides general office management such as: setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc.
• Coordinates various clerical aspects of programs or projects, i.e., data collection, mass mailings of reports or newsletters, circulating journal submissions, project deadlines, commencement, lecture series, travel arrangements, etc.
• Prepares agendas, assembles data, sets up and coordinates arrangements for meetings, conferences, workshops, etc.
• Serves as initial contact and liaison with various campus stakeholders, providing information/coordination via phone or in person for internal/ external partners; provides general information regarding the Office

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
• 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees