Office Manager/Senior Administrative Supervisor - Mellon College of Science - Physics Department

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.

We are seeking an Office Manager/Senior Administrative Supervisor to be responsible for advanced administrative support for the business manager, academic program directors, and/or department head, etc. This role helps with more complex programs and projects that require advanced administrative skills and in-depth knowledge of department practices, policies, procedures, and programs.

Core Responsibilities

Assistant to Department Head:

• Coordinates department head meetings, schedules appointments, updating faculty information files/arranging faculty meetings.
• Coordinates collection and checks for consistency of formatting annual reports from faculty for the Dean. Assists the department head with official correspondence.
• Drafting and editing thank you letters, internal reports, presentations, and memos.
• Organizes the faculty interview process, which includes posting job announcements, communication with candidates, and scheduling of interview visits.

Department Administration:

• Coordinate all conferences, workshops, and summer schools hosted by the department. This includes securing meeting space, hotel, dorm, and travel accommodations, creating programs and badges, and providing administrative support throughout the event
• Provides daily office support including greeting and directing visitors, collecting, and distributing mail, checking office supply levels, managing office equipment and supplies, calendaring events, making room reservations and other related duties as well as arranging departmental social events.
• Manages physical office space in Wean Hall. This includes assisting with office space, key inventory, telephones, and liaison with FMS. Maintains department contact directory.
• Manages other office administrative personnel
• Other related 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 in business administration, communications, or related field required. Bachelor's degree preferred.
• Minimum 5 years of relevant work experience required.
• Strong communication, problem-solving and reasoning skills.
• 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

Location
Pittsburgh, PA

Job Function
Administrative Support and Coordination

Position Type
Staff - Regular

Full Time/Part time
Full time

Pay Basis
Salary