Administrative Assistant - Mellon College of Science - Dean's Office

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!

The Mellon College of Science (MCS) is home to four departments and many programs and research centers that cross disciplines. We approach scientific problems from fresh angles using creative interdisciplinary approaches while drawing on our departmental strengths in the core sciences. MCS faculty members are nationally and internationally recognized for their research in a variety of fields, including polymer science, cosmology, mathematical finance, and neuroscience.

MCS is seeking an Administrative Assistant to join the team! The Administrative Assistant provides administrative and operational support to the Office of Faculty and Graduate Education, the Graduate Program Director, and the Office of Community Engagement. This role is central to the day-to-day coordination of faculty affairs, graduate program operations, and community engagement initiatives. The position requires strong organizational skills, discretion in handling confidential information, initiative in managing multiple priorities, and the ability to work collaboratively across departments.

Core Responsibilities

• Manage calendars and coordinate meetings, including preparing agendas, materials, and meeting minutes.
• Provide comprehensive administrative support for faculty affairs processes.
• Support graduate program operations, including admissions logistics, fellowship and travel award processes, student records coordination, and budget and expense tracking.
• Plan and execute events across faculty, graduate education, and community engagement portfolios, including orientations, workshops, recognition ceremonies, social events, advisory meetings, and commencement-related programs.
• Coordinate outreach and communications efforts, including drafting correspondence, managing shared inboxes, maintaining program materials, supporting marketing or virtual promotion of events and initiatives, and responding to student inquiries.
• Maintain organized digital and physical records, track deadlines, and ensure timely completion of projects across multiple functional areas.
• Facilitate vendor coordination, space reservations, travel arrangements, purchasing, and contract processing in alignment with university policies.
• Contribute to process improvement efforts that enhance operational efficiency across faculty affairs, graduate education, and community engagement initiatives.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively 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.

Qualifications:

• High school diploma required. Associate's degree preferred.
• 5-8 years of experience in administrative support required.
• Attention to detail and accuracy.
• Exceptional organizational and time-management skills. Ability to manage multiple projects simultaneously ensuring deadlines are met.
• High level of discretion and professionalism in handling confidential information.
• Strong written and verbal communication skills.
• Strong interpersonal skills and collaborative mindset.
• Initiative and problem-solving ability.
• Commitment to supporting a welcoming academic environment.
• Proficiency with general office systems including Google G-Suite, Microsoft Office, and Qualtrics. Willingness to explore and learn new systems that allow for increased operational efficiency.
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful background check

Additional Information:

• Work Posture: This position is operating on a hybrid schedule, with an on-campus/in office presence 4 days a week.
• Typical Work Schedule: Monday-Friday from 8:30-5:00pm. An alternate work schedule allowing for evening and weekend hours will be required on occasion.

Joining the CMU team opens the door to an array of exceptional 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!

For a comprehensive overview of the benefits available, explore our Benefits page.

Location: Pittsburgh, PA

Job Function: Administrative Support and Coordination

Position Type: Staff - Regular

Full Time/Part time: Full time

Pay Basis: Hourly