Office Manager/Senior Administrative Supervisor - Mellon College of Science - Physics Department

Carnegie Mellon University•Pittsburgh, PA

23h•Onsite

About The Position

Carnegie Mellon University is seeking an Office Manager/Senior Administrative Supervisor for the Physics Department within the Mellon College of Science. This role provides advanced administrative support to key personnel such as the business manager, academic program directors, and the department head. The position involves managing complex programs and projects, requiring a deep understanding of departmental practices, policies, procedures, and programs. The university values adaptability, excellence, and passion, seeking a team member who can interact effectively with diverse internal and external partners with high integrity and who shares the university's values and supports its mission.

Requirements

Associate’s degree in business administration, communications, or related field required.
Minimum 5 years of relevant work experience required.
Strong communication, problem-solving and reasoning skills.
Successful completion of a pre-employment background check.

Nice To Haves

Bachelor’s degree preferred.
A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Coordinates department head meetings, schedules appointments, and updates faculty information files.
Coordinates the collection and formatting of annual reports from faculty for the Dean.
Assists the department head with official correspondence, including drafting and editing thank you letters, internal reports, presentations, and memos.
Organizes the faculty interview process, including posting job announcements, communicating with candidates, and scheduling interview visits.
Coordinates all conferences, workshops, and summer schools hosted by the department, including securing space, accommodations, creating programs and badges, and providing administrative support.
Provides daily office support, including greeting visitors, managing mail, checking office supplies, managing office equipment, calendaring events, making room reservations, and arranging departmental social events.
Manages physical office space in Wean Hall, assisting with office assignments, key inventory, telephones, and liaising with Facilities Management Services (FMS).
Maintains the department contact directory.
Manages other office administrative personnel.
Performs other related duties as assigned.