Executive Assistant, Advancement Information Systems - University Advancement

Carnegie Mellon University•Pittsburgh, PA

About The Position

Carnegie Mellon University’s University Advancement division is seeking an Executive Assistant, Advancement Information Systems. The position manages a wide variety of administrative functions for the Assistant Vice President, Advancement Information Systems, in an exciting and challenging work environment. The role supports the AVP through calendar management, communications, document preparation, travel and expense coordination, and purchasing and payment administration. It also involves coordinating interview scheduling and staff onboarding, ordering department supplies, attending meetings, communicating with university officials and external partners, and providing guidance on departmental and university policies and procedures. The successful candidate will demonstrate initiative, sound judgment about when to collaborate or escalate, attention to detail, the ability to manage multiple priorities, strong communication skills, and a willingness to learn and apply new skills. An associate’s degree and 3–5 years of administrative support experience are required. A bachelor’s degree and experience with Oracle Financial Management System or Salesforce are preferred. Comparable knowledge gained through a combination of education and relevant experience may be considered. Successful completion of a pre-employment background check is required. Applicants must already be legally authorized to work in the United States; CMU will not sponsor an employment visa for this opportunity.

Requirements

Associate’s degree required.
Three to five years of administrative support experience required.
Demonstrate strong initiative and the ability to work independently while recognizing when collaboration or escalation is needed.
Demonstrate attention to detail and the ability to manage multiple priorities.
Have excellent verbal and written communication skills.
Be willing to learn and apply new skills.
Successfully complete a pre-employment background check.
Be currently legally authorized to work in the United States; CMU will not sponsor or take over sponsorship of an employment visa for this opportunity.

Nice To Haves

Bachelor’s degree preferred.
Experience using Oracle Financial Management System preferred.
Experience using Salesforce preferred.
Comparable knowledge demonstrated through a combination of education and relevant experience may be considered.

Responsibilities

Manage administrative responsibilities for the Assistant Vice President, Advancement Information Systems, including calendar management, communications, interaction with management team members and the academic community, troubleshooting questions about office and university policies and procedures, and responding to routine inquiries.
Prepare correspondence, reports, newsletters, and other documents on behalf of the AVP.
Build relationships across the organization and proactively find information and resources needed to complete work.
Coordinate departmental travel, expense reports, and purchase requests.
Create, track, review, and monitor departmental purchase orders in accordance with university policies and procedures.
Review invoices for accuracy and completeness and facilitate timely payment processing.
Coordinate with vendors and university departments to resolve purchasing and payment-related issues.
Assist with interview scheduling and onboarding new department staff.
Order supplies for the Advancement Information Systems department.
Attend departmental meetings and potentially serve on inter-departmental committees.
Communicate with high-level officials inside and outside the university.
Provide staff with information and guidance regarding departmental and university policies and procedures.
Perform other duties as assigned.