Administrative Support

• Responsible for the day-to-day administrative support for the iii staff, faculty, and students.
• Acts as first point of contact for students and visitors, triages questions and general requests, and serves as a liaison between the iii, other departments, and external contacts.
• Supports department-level calendars and coordinates team-wide meetings.

Facilities

• Works with Facilities Management Services (FMS) to process cleaning and maintenance service requests.
• Maintains iii facilities, classroom, student studio, conference room and building maintenance, including restocking supplies and keeping the spaces orderly to support an effective learning environment.

Financials

• Processes expense reports, purchase orders, and supply orders for iii faculty/staff and students.
• Serves as liaison between iii staff and faculty, external suppliers and vendors, and the University Contracts Office.
• Participates in college-wide buyer and similar resources groups.

Student Worker Support

• Posts jobs to recruit student workers and manages student employment transactions.
• Onboards and offboards student workers; ensures compliance with university policies and procedures; serves as a resource for student employment within the iii.
• Coordinates and communicates student worker employment processes, including hiring documentation, onboarding requirements, timekeeping procedures, work authorization, policy updates, and offboarding responsibilities to support accurate records, timely payroll processing, and a positive student employment experience.

Technology

• Serves as point person for iii facilities, classroom, conference rooms, and building maintenance.
• Supports iii faculty/classroom needs including distance-learning needs with CMU SV campus and remote students.
• Troubleshoots A/V issues and proactively addresses technology concerns in iii classroom.

General Duties

• Supports iii special events and projects throughout the academic year.
• Sends and receives mail and packages on behalf of the department and iii staff/faculty.
• Team-oriented individual with a collaborative spirit; including interaction with faculty and staff at the Silicon Valley campus.
• Prepares agendas, assembles data, sets up and coordinates arrangements for meetings, conferences, workshops, etc.
• Takes and distributes minutes.
• Gathers data and produces statistical and narrative reports for meetings.
• Provides general office management: setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc.
• Provides clerical/secretarial support for the program/project area.
• Coordinates various clerical aspects of programs or projects, i.e., data collection, mass mailings of reports or newsletters, circulating journal submissions, project deadlines, commencement, lecture series, travel arrangements, etc.
• Provides in-depth information to faculty, staff, students, outside associates and the general public concerning particular programs and projects.
• Serves as initial contact and liaison, providing information/coordination via phone or in person for funding agencies or other outside associations.
• Provides general information regarding research and non-research contracts.
• Provides general information regarding undergraduate and graduate programs such as, advisors, admissions process, faculty contacts, required courses, etc.
• Serves as liaison with various campus departments including physical plant to insure building maintenance, work orders completion, etc. or property management to tag, track, etc. department equipment.
• Additional responsibilities as assigned.