Senior Administrative Assistant - UEIS

Core responsibilities include:

• University Liaison: Acts as a liaison or contact person with other university departments (e.g., Budget Office, Registrar, Property Management, Human Resources) and with outside organizations.
• Calendar & Meeting Management: Coordinate the calendars of the principal and may coordinate calendars for UEIS senior leadership. Print and prepare materials (including agendas, meeting notes, and action items) to assist in effectively managing leadership time. Proactively meet with leadership to review and adjust schedules, acquire materials required for meetings, and book meeting locations. Maintains calendars to track time-critical issues like provisional and annual performance reviews. It also covers performance management activities, group meetings, and project reviews.
• Office Management: Coordinate the routine functions of the Office environment. Make certain that faculty and staff receive the supplies and support needed to fulfill their responsibilities effectively. Handle and forward telephone calls when appropriate.
• Hospitality, Guest Relations & Tours: Function as the primary contact and host for senior visitors to the department. Arrange, coordinate, and assist with hosting informational tours and visits for distinguished colleagues, donors, alumni, and external collaborators consistent with university stewardship efforts.
• Events Management: Assist the leadership team by scheduling and coordinating events. This includes booking venues, arranging catering, greeting guests, and handling operations and any issues on the event day.
• Financial & Business Office Support: Process expense reports, reimbursements, and purchase card reports.
• Grant & Funding Assistance: Aid in the administrative tracking and reporting related to faculty research, project grants, and specialized funding channels. Assist in monitoring post-award progress deadlines, collecting relevant metrics, and contributing to the preparation of both internal and external funding reports.
• Travel Support: Help the principal and guests with arranging and reimbursing travel for UEIS-sponsored activities.
• Research & Reporting: Produces reports and correspondence; prioritizes and schedules meetings, travel arrangements, etc. Performs research to respond to requests, summarizes findings, and prepares processing information for special projects.
• Supervision and Allocation: Coordinates office support staff and student workers, assisting in their selection and training. Assigns and reviews work, provides performance feedback, and evaluates department procedures to maintain efficiency.
• Committee Work: Attends various meetings within the department. May serve on inter-departmental committees.
• Other Duties: Performs related duties and completes special projects as assigned.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can optimally 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.

You should demonstrate:

• Excellent verbal and written communication skills
• Effective interpersonal skills
• Strong organization and planning skills

Qualifications:

• High school diploma/GED required; Associate's degree preferred
• At least five years of administrative support and office management experience
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirement:

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.

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.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information:

• Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world.
• Click here to view a listing of employee benefits
• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
• Statement of Assurance

Company

Carnegie Mellon University

Carnegie Mellon University challenges the curious and passionate to imagine and deliver work that matters.

A private, global research university, Carnegie Mellon stands among the world's most renowned educational institutions, and sets its own course.

Carnegie Mellon was founded in 1900 by Andrew Carnegie under the premise that a school established to foster and develop the technical skills of its students would soon produce students and graduates whose work would astound Pittsburgh and the world. Over 120 years later, our institution continues to produce talented alumni and draws faculty and staff eager to be a part of the university's creative, passionate and close-knit community. We place emphasis on practical problem solving, interdisciplinary learning, an entrepreneurial spirit, and collaboration.

Over the past 10 years, more than 400 startups linked to CMU have raised more than $7 billion in follow-on funding. Those investment numbers are especially high because of the sheer size of Pittsburgh’s growing autonomous vehicles cluster – including Uber, Aurora, Waymo and Motional – all of which are here because of their strong ties to CMU.

With cutting-edge brain science, path-breaking performances, innovative startups, driverless cars, big data, big ambitions, Nobel and Turing prizes, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we create it.

Pittsburgh is home to over 86,000 students from 10 colleges and universities. Pittsburgh was ranked as one of the top U.S. cities for millennials.

Some 177,000 people work in Pittsburgh's tech-related industries, and their ranks continue to grow as the city tops lists for jobs. Networking opportunities, small business accelerators, and an innovative community make the city appealing to entrepreneurs, especially recent graduates.

Pittsburgh is emerging as a tech and culture hub that The Washington Post praises for its "world-class art museums and colorful neighborhoods."

Robotics and software engineering lead the way. The city is home to Google, Uber and Apple offices and a budding ecosystem of tech startups including Duolingo, Modcloth and 4Moms, all of which have CMU roots.

Many seek Pittsburgh for being a hot spot for entrepreneurship and a model for future cities. Others come for the city's burgeoning food scene.

You’ll find CMU locations nationwide — and worldwide. Silicon Valley. Qatar. Africa. Washington, D.C. To name a few.

If your heart is in your work, come work with us.

Carnegie Mellon University isn't just one of the world’s most renowned educational institutions — it’s also a hotspot for some of the most talented doers, dreamers and difference-makers on the planet. When you join our staff, you’ll become an important part of our mission to create a healthier, safer and more just life for all. No matter what your role or location, you’ll connect and collaborate with dedicated, passionate colleagues — and you’ll have the satisfaction of delivering work that truly matters.

Carnegie Mellon University offers a wide range of competitive employee benefits to help you live well. Benefit eligibility varies based on the hours per week employees are scheduled to work and the employee's geographic location

We seek to cultivate diverse populations and perspectives and promote equity and inclusion. Our devotion to these ideals springs from a core belief in the power of education to be a transformative and enriching force for every person, irrespective of their background, identity or life circumstances.

Inclusion and belonging are intricately interwoven into the very essence of our university, helping to shape our values, policies and practices. Diversity, equity, inclusion and belonging are not only central to our ethos but also indispensable to our pursuit of academic excellence and innovation.