Senior Administrative Assistant and Office Manager – Student Involvement and Traditions – Division of Student Affairs

Carnegie Mellon University•Pittsburgh, PA

1d•Hybrid

About The Position

The Student Involvement and Traditions (SIT) and Community Engagement and Leadership Development (CELD) Offices at Carnegie Mellon University are seeking a Senior Administrative Assistant and Office Manager to join their dynamic team. This role supports both offices, serving as a primary point of contact and expert in the systems and day-to-day functions of the office suite. The position involves working closely with SIT and CELD colleagues to support over 350 student organizations, multiple campus traditions, leadership development programs, and community engagement efforts. The ideal candidate is excited to connect students to involvement opportunities, support their leadership development, and champion CMU traditions. This role requires thriving in a high-traffic environment and providing first-rate service to diverse students, colleagues, and external constituents.

Requirements

Proven ability to champion an innovative and collaborative work environment
Proven administrative support and office management experience, organizational and planning skills, and oral, written, and interpersonal and intercultural communication skills
A commitment to supporting the needs of a diverse student body
High School Diploma or GED required
Five years of related experience, preferably in a higher education, community organization, or non-profit setting
Successful completion of a pre-employment background check

Nice To Haves

Bachelor’s Degree preferred
Previous supervision experience is preferred
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Serve as office manager for a dual-office suite including reception space, a breakroom, multiple storage locations, staff offices, and a university-wide community engagement hub.
Oversee organization, cleanliness, function, and technology across all spaces.
Supervision of one full-time administrative staff member and joint oversight of multiple part-time student staff including hiring, training, and development efforts.
Leverage full time and student staff to provide office reception and communications functions including answering phones, directing in person traffic, coordinating mail, and managing multiple email accounts.
Prioritize clarity and accuracy of information provided via SIT/CELD websites, online chatbot responses, the student organization management tool (TartanConnect), and suite policies and procedures documents.
Intake, troubleshoot, and/or route unique questions and circumstances as necessary.
Assist departmental staff by serving as primary administrative support to two directors and secondary support to other professional staff in the departments.
Implement various efforts related to scheduling, travel coordination, and meeting logistics.
Oversee the experience of students in non-maker storage and office spaces including periodic inspections, partnership with relevant collaborators, issue management, and communications.
Coordinate staff search processes in partnership with hiring managers and support a clear and welcoming onboarding for successful candidates.
Provide administrative leadership for all student staff hiring and compliance processes including but not limited to HR system initiation, hours reporting, and onboarding.
Project management for both ongoing and ad-hoc departmental processes, programs, and initiatives.
Other duties as assigned in service to the department and broader Carnegie Mellon community through project work, etc.