Senior Administrative Assistant - UEIS

Carnegie Mellon University•Pittsburgh, PA

5d•Onsite

About The Position

Carnegie Mellon University’s Department of UEIS is seeking a Senior Administrative Assistant to become part of their team. This is an excellent opportunity for someone who excels in a dynamic and exciting work environment. You will aid the department by delivering a wide array of administrative assistance to senior leadership. Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can optimally interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Requirements

High school diploma/GED required
At least five years of administrative support and office management experience
Successful completion of a pre-employment background check.
Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity. Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

Nice To Haves

Associate's degree preferred
Excellent verbal and written communication skills
Effective interpersonal skills
Strong organization and planning skills

Responsibilities

Acts as a liaison or contact person with other university departments (e.g., Budget Office, Registrar, Property Management, Human Resources) and with outside organizations.
Coordinate the calendars of the principal and may coordinate calendars for UEIS senior leadership. Print and prepare materials (including agendas, meeting notes, and action items) to assist in effectively managing leadership time. Proactively meet with leadership to review and adjust schedules, acquire materials required for meetings, and book meeting locations. Maintains calendars to track time-critical issues like provisional and annual performance reviews. It also covers performance management activities, group meetings, and project reviews.
Coordinate the routine functions of the Office environment. Make certain that faculty and staff receive the supplies and support needed to fulfill their responsibilities effectively. Handle and forward telephone calls when appropriate.
Function as the primary contact and host for senior visitors to the department. Arrange, coordinate, and assist with hosting informational tours and visits for distinguished colleagues, donors, alumni, and external collaborators consistent with university stewardship efforts.
Assist the leadership team by scheduling and coordinating events. This includes booking venues, arranging catering, greeting guests, and handling operations and any issues on the event day.
Process expense reports, reimbursements, and purchase card reports.
Aid in the administrative tracking and reporting related to faculty research, project grants, and specialized funding channels. Assist in monitoring post-award progress deadlines, collecting relevant metrics, and contributing to the preparation of both internal and external funding reports.
Help the principal and guests with arranging and reimbursing travel for UEIS-sponsored activities.
Produces reports and correspondence; prioritizes and schedules meetings, travel arrangements, etc. Performs research to respond to requests, summarizes findings, and prepares processing information for special projects.
Coordinates office support staff and student workers, assisting in their selection and training. Assigns and reviews work, provides performance feedback, and evaluates department procedures to maintain efficiency.
Attends various meetings within the department. May serve on inter-departmental committees.
Performs related duties and completes special projects as assigned.