Manager of Administrative Services - College of Engineering - Electrical and Computer Engineering

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 Department of Electrical and Computer Engineering (ECE) ranks among the best in the country. Our research programs are at the forefront of the technologies that have changed the world we live in. Our interdisciplinary approach to education and research allows faculty and student across the university and beyond to collaborate on problems that have a significant impact on the world around us.

The Department of Electrical and Computer Engineering (ECE) is seeking an Administrative Services Manager reporting to the Assistant Department Head for Finance and Administration and to Director of Operations and External Relations jointly. This role will be responsible for the overall administrative functioning and workflow of the ECE department while supervising our Administrative Services Team, which includes six administrative coordinators, five in Pittsburgh and one in Silicon Valley. The Manager will offer guidance and training while delegating work tasks to ensure smooth day-to-day operations including advising on university policies and procedures, supervising, training and advising administrative coordinators. Holds regular staff meetings, individual meetings, and coordinates updates to the administrative services team as needed. Works with Director of Finance and Administration to ensure faculty administrative service needs are met and that administrative service resources are appropriately deployed across the department. Promotes and makes recommendations on process improvement to the administrative functions and team. Coordinates with the Department Head's Office on projects and events as needed.

Core Responsibilities:

• Manage the ECE administrative services team.
• Hold regular meetings with the administrative services team to ensure they are up to date on all department activities andinitiatives.
• Serve as a mentor and advocate for the administrative services team, provide annual performance evaluations.
• Provide guidance on work-related issues
• Make recommendations to solve problems
• Make recommendations and coordinate the implementation of process improvement initiatives
• Work with the Director of Finance and Administration to ensure administrative support is properly deployed across the department and to all ECE home faculty (70+ faculty)
• Oversee administrative coordinator assignments and support for department faculty.
• Participate in the new faculty orientation program, presenting on administrative services
• Set goals and expectations for individual administrative coordinators and the group as a whole.
• Offer professional development and training opportunities whether designed as new opportunities or offered through the
• University or other external channels.
• Ensure the administrative services team is fully trained and up-to-date on all department, college and university level systems and applications necessary to provide exceptional service to faculty and the department.
• Manage the ECE space ambassador program, ensuring administrative coordinator space points of contact are updating the space database often and with detail.
• Work with administrative coordinators as needed to address findings and issues.
• Coordinate with the ECE Business Office to support other financial and administrative operations, projects and initiatives.
• Provide executive support to two senior Faculty.
• Manage the administrative services team shared inbox and schedule appropriate coverage.
• Coordinate schedules, PTO, and works hours for the administrative services team.
• Assist with the department's annual faculty search process.
• Assist with or provide administrative services team support for department events and activities.
• 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:

• Associate's degree Required; bachelor's preferred
• 5-8 Years of experience in administrative support, Executive support and Managerial experience
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Hiring Requirements:

• Successful background check

Physical and Mental Requirements:

• Requires wide range of mobility, i.e., ability to climb, stoop, kneel, crouch or crawl, reach, bend at waist, grasp and pick up objects, maneuver in cramped areas, stand for long periods of time, lift and carry equipment and other heavy materials up to 50lbs. Routine exposure to computer and audio-visual equipment.
• Adaptability and openness to change as the department and organization evolves.
• Ability to work well with others and/or as part of a team.
• Ability to respond to and manage emergency situations and/or crisis.
• Ability to work with sensitive information, maintain confidentiality and use discretion.
• Ability to pay close attention to detail; keep and maintain accurate and detailed reports and records.
• Ability to maintain composure when dealing with difficult situations and/or individuals.
• Ability to meet deadlines, work under pressure and with frequent interruptions.
• Ability to understand and follow directions.
• Ability to prioritize work and handle multiple tasks simultaneously.
• Visual acuity to perform activities such as extended use of a computer monitor, extensive reading, transcribing, analyzing data and figures.

Decision Making:

• Decisions may affect a work unit or department. Job may contribute to business and operational decisions.

Working Conditions:

• Required to stand and/or walk for extended periods of time.
• Required to work normal business hours; evening and weekend work may occasionally be required.

Accountability:

• Accountable for appropriate oversight and usage of third party and/or University funds.

Direction:

• Performs a variety of routine work within established policies and procedures and receives detailed instructions on new projects and assignments.

Supervision:

• Authority to direct and oversee the work activities of others. Has authority to undertake or recommend employment actions.