Manager of Administrative Services - College of Engineering - Electrical and Computer Engineering

Carnegie Mellon University•Pittsburgh, PA

3d•Onsite

About The Position

Carnegie Mellon University's Department of Electrical and Computer Engineering (ECE), a nationally ranked department known for its cutting-edge research and interdisciplinary approach, is seeking an Administrative Services Manager. This role reports jointly to the Assistant Department Head for Finance and Administration and the Director of Operations and External Relations. The Manager will oversee the overall administrative functioning and workflow of the ECE department, supervising a team of six administrative coordinators. Key responsibilities include providing guidance and training, delegating tasks, ensuring smooth day-to-day operations, advising on university policies, holding staff meetings, and collaborating with leadership to meet faculty administrative needs and optimize resource deployment. The position also involves promoting process improvements, coordinating with the Department Head's Office on projects and events, and providing executive support to senior faculty.

Requirements

Associate’s degree Required; bachelor’s preferred
5-8 Years of experience in administrative support, Executive support and Managerial experience
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
Successful background check
Requires wide range of mobility, i.e., ability to climb, stoop, kneel, crouch or crawl, reach, bend at waist, grasp and pick up objects, maneuver in cramped areas, stand for long periods of time, lift and carry equipment and other heavy materials up to 50lbs.
Routine exposure to computer and audio-visual equipment.
Adaptability and openness to change as the department and organization evolves.
Ability to work well with others and/or as part of a team.
Ability to respond to and manage emergency situations and/or crisis.
Ability to work with sensitive information, maintain confidentiality and use discretion.
Ability to pay close attention to detail; keep and maintain accurate and detailed reports and records.
Ability to maintain composure when dealing with difficult situations and/or individuals.
Ability to meet deadlines, work under pressure and with frequent interruptions.
Ability to understand and follow directions.
Ability to prioritize work and handle multiple tasks simultaneously.
Visual acuity to perform activities such as extended use of a computer monitor, extensive reading, transcribing, analyzing data and figures.

Responsibilities

Manage the ECE administrative services team.
Hold regular meetings with the administrative services team to ensure they are up to date on all department activities and initiatives.
Serve as a mentor and advocate for the administrative services team, provide annual performance evaluations.
Provide guidance on work-related issues.
Make recommendations to solve problems.
Make recommendations and coordinate the implementation of process improvement initiatives.
Work with the Director of Finance and Administration to ensure administrative support is properly deployed across the department and to all ECE home faculty (70+ faculty).
Oversee administrative coordinator assignments and support for department faculty.
Participate in the new faculty orientation program, presenting on administrative services.
Set goals and expectations for individual administrative coordinators and the group as a whole.
Offer professional development and training opportunities whether designed as new opportunities or offered through the University or other external channels.
Ensure the administrative services team is fully trained and up-to-date on all department, college and university level systems and applications necessary to provide exceptional service to faculty and the department.
Manage the ECE space ambassador program, ensuring administrative coordinator space points of contact are updating the space database often and with detail.
Work with administrative coordinators as needed to address findings and issues.
Coordinate with the ECE Business Office to support other financial and administrative operations, projects and initiatives.
Provide executive support to two senior Faculty.
Manage the administrative services team shared inbox and schedule appropriate coverage.
Coordinate schedules, PTO, and works hours for the administrative services team.
Assist with the department’s annual faculty search process.
Assist with or provide administrative services team support for department events and activities.
Other duties as assigned.