Administrative Assistant - Mellon College of Science - Neuroscience Institute

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 Neuroscience Institute (NI) at Carnegie Mellon University is seeking an Administrative Assistant to support a wide range of administrative, operational, coordination, and financial functions. This role reports to the Senior Academic Program Manager and partners closely with the Executive Director to help ensure the institute's day-to-day operations run smoothly.

The Administrative Assistant will provide support to faculty, staff, and students in carrying out their responsibilities, including tasks such as purchasing, greeting visitors, scheduling rooms, coordinating ID cards, and processing visitor requests. In addition, this individual will manage office inventory, oversee office and seating assignments, handle swipe card access, and serve as a resource for guidance on NI practices, policies, and procedures.

Core Responsibilities:

• Coordinates various administrative duties such as managing departmental key distribution, keeping an accurate building roster, submitting FMS service requests, sorting and distributing mail, maintaining department email distribution lists, managing conference room calendars and associated audio/visual needs, ordering catering for events, receiving packages, and greeting NI guests.
• Serves as liaison with various campus departments, including physical plant, to ensure building maintenance, work orders completion, etc.
• Support graduate program operations, including admissions logistics, student records coordination, and budget and expense tracking.
• Makes office, course, and simple research purchases.
• Produces and assembles regular administrative and academic program reports and summaries. Frequently required to respond directly to inquiries and requests regarding these reports.
• Assists with the coordination of departmental seminars, which include but are not limited to scheduling meetings and advertising/promoting seminars.
• Plans departmental events and assists with graduate and alumni events.
• Serves as initial contact and liaison, providing information/coordination via phone or in person for funding agencies or other outside associations.
• Completes general website updates and manages NI posts on social media outlets.
• Other duties as assigned.

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/GED or equivalent required. Associate's Degree preferred.
• 1-3 years' experience in administrative support.
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful completion of a pre-employment background check