Executive Assistant, Advancement Information Systems - University Advancement

Carnegie Mellon University•Pittsburgh, PA

23h

About The Position

Carnegie Mellon University is seeking an Executive Assistant for its University Advancement division. The position manages a wide variety of administrative functions for the Assistant Vice President, Advancement Information Systems, and supports the department in an exciting and challenging work environment. The role involves working with internal and external partners, handling administrative and purchasing processes, and providing information and guidance about departmental and university policies and procedures. The position is based in Pittsburgh, Pennsylvania.

Requirements

Associate’s degree required; a bachelor’s degree is preferred. A combination of education and relevant experience demonstrating comparable knowledge may be considered.
3–5 years of administrative support experience required.
Strong initiative and ability to work independently while recognizing when collaboration or escalation is needed.
Attention to detail and ability to manage multiple priorities.
Excellent verbal and written communication skills.
Willingness to learn and apply new skills.
Successful completion of a pre-employment background check.
Must be currently legally authorized to work in the United States; Carnegie Mellon University will not sponsor or take over sponsorship of an employment visa for this opportunity.

Nice To Haves

Bachelor’s degree.
Experience using Oracle Financial Management System.
Experience using Salesforce.

Responsibilities

Manage administrative responsibilities for the Assistant Vice President, Advancement Information Systems, including calendar management, communications, interactions with management team members and the academic community, troubleshooting office and university policy and procedure questions, and responding to routine inquiries.
Prepare correspondence, reports, newsletters, and other documents on behalf of the AVP.
Build strong relationships across the organization and proactively find information and resources needed to accomplish work.
Coordinate department 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 departmental 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.