Course Administrative Assistant - School of Computer Science - MLD

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 Machine Learning Department (MLD) at Carnegie Mellon University is a leading hub for research and education in artificial intelligence and machine learning. It focuses on developing innovative algorithms and models to address complex problems in diverse fields such as robotics, healthcare, and finance. The department offers a range of undergraduate and graduate programs, fostering a collaborative environment that bridges theoretical research and practical applications. Faculty and students frequently collaborate with industry and other academic disciplines to push the boundaries of what is possible with machine learning.

We are searching for a Course Administrative Assistant to provide administrative support to each of the EAs (4-5) and the courses they manage.

Core Responsibilities

• Course exam seating charts (after hours): Maintain updated documentation. Update the following info each semester: Room layout, seat numbers, left/right desks, broken desks, etc.; A/V status and needs (e.g., check if equipment is working, adapters and power needs)
• Course printing (on campus): Securely print and organize exams. Securely store them in EA office of faculty office.
• Course scanning, sort, and re-staple (after hours/on campus): Securely scan exams after an exam, sort, staple, and store them. Pick up and scan ODR/make-up exams.
• Exam day prep (on campus): A/V requirements. Put together exam boxes with seating charts, room diagrams, extra TA exam copies, tape, pens, pencils, rubber bands, sanitizer, masks, candy* paper, post-its, boxes, carts, adapters, cables, power supply.
• Grading sessions (on campus): Set up rooms, catering, supplies.
• Exam storage (on campus): Management of exam storage in EA and faculty offices. Management of moving exams from storage to secure shredding using university approved schedule.
• Catering (on campus): Order, manage delivery, cleanup, and payment for food and drinks. Events include TA training sessions, grading sessions, TA end of semester parties.
• Poster sessions (on campus): Purchase, manage, and store supplies (poster boards, easels, lights, electric cables, pins, assignments) to set up the secession room based on a constructed diagram.
• Book meeting rooms: EA staff meetings, TA training sessions, Recitations, Exams, TA hours, Grading sessions, Exam viewing sessions, Poster sessions.
• Exam viewing sessions (on campus): Bring exams to exam reviewing session. Monitor exam viewing session to oversee process to enable students to review their graded exams.
• Document and improve processes: All aspects of course administrative organization.
• Course microphones (on campus): Book, pick-up, provide w/ extra batteries, then collect and return.
• Course staff purchasing: Purchase and register laptops, monitors, mouse/keyboards, headphones. Desks and chairs.
• Swag: Select, order, distribute, organize, store and manage TA swag.
• Course technology purchasing and management: iPads, Apple pencils, technical accessories (e.g., cables, charges, etc.), Track down lost device and accessories.
• SCS Facilities: Request and pick up keys for offices/lockers.
• Other items as necessary.

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 or GED required. Associate's Degree preferred.
• 3-5 years of experience in administrative support, office management, and data entry.
• Effective interpersonal, organization, and communication skills.
• Experience in higher education preferred
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements

• Successful completion of a pre-employment background check