Senior Administrative Assistant - UEIS at Carnegie Mellon University in Pittsburgh, PA

Job description

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. Core responsibilities include: University Liaison: Acts as a liaison or contact person with other university departments (e.g., Budget Office, Registrar, Property Management, Human Resources) and with outside organizations. Calendar & Meeting Management: 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. Office Management: 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. Hospitality, Guest Relations & Tours: 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. Events Management: 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. Financial & Business Office Support: Process expense reports, reimbursements, and purchase card reports. Grant & Funding Assistance: 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. Travel Support: Help the principal and guests with arranging and reimbursing travel for UEIS-sponsored activities. Research & Reporting: 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. Supervision and Allocation: 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. Committee Work: Attends various meetings within the department. May serve on inter-departmental committees. Other Duties: Performs related duties and completes special projects as assigned. 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. You should demonstrate: Excellent verbal and written communication skills Effective interpersonal skills Strong organization and planning skills Qualifications: High school diploma/GED required; Associate's degree preferred At least five years of administrative support and office management experience A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered. Requirement: Successful completion of a pre-employment background check. Additional Info