Senior Administrative Assistant and Office Manager - Student Involvement and Traditions - Division of Student Affairs

Senior Administrative Assistant and Office Manager - Student Involvement and Traditions - Division of Student Affairs

Company:
Carnegie Mellon University

Job Location:
Pittsburgh, 15213

Category:
Administrative Assistants

Type:
Full-Time

The Student Involvement and Traditions (SIT) and Community Engagement and Leadership Development (CELD) Offices at Carnegie Mellon University, consist of experienced professionals with an outstanding ability to: cultivate relevant, one-to-one mentoring relationships with exceptional students; deeply influence the growth and development of the leaders of tomorrow; craft unique experiences building on the talents of a diverse, multifaceted community; and contribute to our Student Affairs Division whose cornerstone is a deep, sustained dedication to the ongoing care of its students.

We are searching for a Senior Administrative Assistant and Office Manager to join its dynamic team, supporting both the SIT and CELD offices. You will serve as a primary point of contact and expert in the systems and day-to-day functions of the office suite. In your role, you will work closely with both SIT and CELD colleagues to support over 350 student organizations, multiple campus traditions, leadership development programs, and community engagement efforts, and operations to advance our missions.

We are seeking candidates who are excited to connect students to involvement opportunities, support them as they practice and develop confidence in their leadership skills, and champion all of the uniquely-CMU traditions that make students proud to be a Tartan. The Senior Administrative Assistant and Office Manager should thrive in a high-traffic environment and strive to provide first-rate service and support to diverse students, colleagues, and external constituents.

Core responsibilities include:

• Serve as office manager for a dual-office suite including reception space, a breakroom, multiple storage locations, staff offices, and a university-wide community engagement hub. Oversee organization, cleanliness, function, and technology across all spaces.
• Supervision of one full-time administrative staff member and joint oversight of multiple part-time student staff including hiring, training, and development efforts.
• Leverage full time and student staff to provide office reception and communications functions including answering phones, directing in person traffic, coordinating mail, and managing multiple email accounts.
• Prioritize clarity and accuracy of information provided via SIT/CELD websites, online chatbot responses, the student organization management tool (TartanConnect), and suite policies and procedures documents. Intake, troubleshoot, and/or route unique questions and circumstances as necessary.
• Assist departmental staff by serving as primary administrative support to two directors and secondary support to other professional staff in the departments. Implement various efforts related to scheduling, travel coordination, and meeting logistics.
• Oversee the experience of students in non-maker storage and office spaces including periodic inspections, partnership with relevant collaborators, issue management, and communications.
• Coordinate staff search processes in partnership with hiring managers and support a clear and welcoming onboarding for successful candidates.
• Provide administrative leadership for all student staff hiring and compliance processes including but not limited to HR system initiation, hours reporting, and onboarding.
• Project management for both ongoing and ad-hoc departmental processes, programs, and initiatives.
• Other duties as assigned in service to the department and broader Carnegie Mellon community through project work, etc.

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.

Applications must include a cover letter and resume and will be reviewed on a rolling basis. Applications received by April 13th will receive priority consideration. This position is a full-time role with an anticipated start date in late June.

You should demonstrate:

• Proven ability to champion an innovative and collaborative work environment
• Proven administrative support and office management experience, organizational and planning skills, and oral, written, and interpersonal and intercultural communication skills
• A commitment to supporting the needs of a diverse student body

Qualifications:

• High School Diploma or GED required; Bachelor's Degree preferred
• Five years of related experience, preferably in a higher education, community organization, or non-profit setting
• Previous supervision experience is preferred
• 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

Additional Information:

• Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity. Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.
• Work Posture: This position is eligible for a hybrid work schedule in accordance with the university's guidelines.

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance.

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

Location
Pittsburgh, PA

Job Function
Administrative Support and Coordination

Position Type
Staff - Regular

Full Time/Part time
Full time

Pay Basis
Hourly