Senior Administrative and Operations Assistant - College of Engineering - Department of Chemical Engineering

Carnegie Mellon University • Pittsburgh, PA

5d

About The Position

Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn’t imagine the future, we invent it. If you’re passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here! Since its inception in 1905, the Carnegie Mellon Department of Chemical Engineering has been on the leading edge of research and innovation in chemical engineering. Today, this is more true than ever. With research thrusts across fields such as health and medicine, biofuels, air quality and more, CMU chemical engineering students are paving the way to healthier, cleaner, more efficient future for all. The Department of Chemical Engineering is seeking a driven Senior Administrative and Operations Assistant to serve as a strategic partner to Department Leadership and a key facilitator of departmental personnel operations. We are looking for a proactive professional who can seamlessly pivot between managing complex executive priorities and overseeing critical HR functions. The ideal candidate anticipates needs, handles sensitive information with high discretion, and possesses the interpersonal finesse and operational acuity to support a diverse academic community.

Requirements

• Associate's degree preferred
• 5-8 years of experience in administrative support role(s) preferred
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
• Excellent oral and written communication skills
• Planning and organization skills
• Ability to manage time well while working on multiple concurrent tasks
• Successful Background Check

Responsibilities

• Executive Support: Calendar Management: Proactively manage complex, high-volume calendars for Department Leadership; prioritize shifting demands and resolve scheduling conflicts to maximize executive impact.
• Travel & Logistics: Coordinate domestic and international travel, including transportation, lodging, and detailed itineraries for leadership and visiting guests.
• Meeting Coordination: Organize meetings and departmental events, including agenda development, catering, and formal minute-taking.
• Financial Administration: Process personal expense reimbursements and manage procurement card reconciliations for the Department Head and Associate Department head.
• General Support: Assist leadership with document preparation, internal/external communications, and specialized administrative projects.
• Ad Hoc: Perform other related administrative duties as assigned to support the department’s mission.
• HR Functions: Student Employment: Manage hiring and ongoing employment actions for student roles, including graders, teaching assistants, and course assistants; review and approve time submissions and monitor total hours worked.
• Research Personnel Support: Assist faculty with hiring processes for postdoctoral scholars, research assistants, and other laboratory staff; coordinate required documentation and ensure smooth onboarding.
• Visa & Visitor Coordination: Facilitate visa arrangements for faculty, staff, and research personnel; oversee the administrative process for paid and unpaid visitors, ensuring adherence to university and federal requirements.
• Academic Administration: Faculty Actions: Support the Reappointment, Promotion, and Tenure (RP&T) process using the Interfolio system, ensuring all documentation is accurate and deadlines are met.
• Appointment Management: Maintain records for faculty committee assignments, as well as courtesy and adjunct appointments.
• Recruitment: Manage faculty job postings in Interfolio; organize application materials, coordinate multi-stage interview schedules, and facilitate search committee meetings

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, and 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