Administrative Assistant II - Robotics Institute

Carnegie Mellon University; Pittsburgh (Allegheny County); Presencial; USD 25.000 - 33.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical, dental, vision insurance

Retirement plan with employer"s"

Tuition benefits

Paid time off & holidays

Bus pass

Descripción de la vacante

Carnegie Mellon University’s Robotics Institute in Pittsburgh seeks an energetic, customer-oriented administrator to provide support to faculty and teams, manage procurement, travel, expense reports, and coordinate meetings and events.

Responsibilities include budget monitoring, data gathering for reports, data entry, front-desk coordination, and handling confidential materials such as recommendation letters.

Formación

• 5-8 years of administrative support experience.
• Strong data entry and document processing skills.
• Proven ability to manage office operations and coordinate calendars.
• Excellent written and oral communication skills.

Responsabilidades

• Prepares expense reimbursements, procurement transactions, reconciliations, purchase orders, and other transaction forms.
• Monitors faculty budgets and web reports and expenditures.
• May assist with project budgeting, forecasting, and proposal submission.
• Collects and organizes data and compiles information for reports and outcomes.

Conocimientos

Interpersonal skills

Organizational planning

Oral and written communication

Educación

5-8 Years Administrative Support Experience

5-8 Years Data Entry Experience

5-8 Years of Office Management Experience

5-8 Years Word Processing Experience

Descripción del empleo

The Robotics Institute is searching for an energetic and customer-oriented individual who will be responsible for providing administrative assistance for specific Robotics Institute faculty members and their associated teams and projects as well as for other departmental support functions. The position requires in-depth knowledge and understanding of university and institute practices, policies, and procedures. The position is responsible for procurement, arranging travel and agendas, preparing expense reports, assembling data and financial reports, coordinating arrangements for meetings, conferences, workshops, and special events, monitoring project expenditures, producing and assembling various transaction forms, reports, and summaries.

Job Functions

• 50% Prepares expense reimbursements, procurement transactions, reconciliations, purchase orders, human subject payments, and other transaction forms.
• Monitors faculty budgets and web reports and expenditures.
• May assist with project budgeting, forecasting, and proposal submission.
• Collects and organizes data and compiles information for various reports as well as produces and assembles these reports.
• Produces, composes, proofreads, or edits correspondence, proposals, minutes and other materials.
• Maintains and schedules appointment calendars for both faculty and conference room resources.
• Arrange meetings, agendas, travel, and special events.
• Has access to and handles confidential materials, such as recommendation letters.
• Submits Web Hire request forms and assists with questions regarding additional required paperwork and related logistical issues.
• Performs general office support responsibilities, such as reviewing, sorting, and distributing incoming mail or email; operating equipment such as copiers, printers, scanner, fax machines.
• Sets up and maintain online filing systems or databases.
• Frequently arranges for meals or snacks to be delivered for breakfast, lunch or dinner meetings.
• Will co-assist with department front desk functions such as maintaining kitchens, supplies and coffee machines.
• 45% Serves as initial contact and liaison, providing information coordination via phone, email or in person for funding agencies or other outside associations.
• Provides general information regarding research and non- research contracts.
• Acts as primary support staff and liaison between faculty and university offices, other faculty members, staff, students, other institutions, the general public, etc.
• Frequently has contact with individuals at other institutions, in the business community, etc.
• Provides students, faculty, staff, or the public with information regarding services, policies and procedures of the faculty lab area and department.
• Attends departmental and faculty related project meetings as required.
• Serves on department committees and works on special projects as assigned by supervisor or faculty member.
• Special projects may include project website maintenance, grading assignments, departmental team building meetings and activities, etc.
• May assist with hiring and training of peer staff.
• 5% Coordinates workshops, conferences, and laboratory demonstrations including proceedings, preparations, room scheduling, and organizing appropriate services needed.

Preferred Qualifications

• High School or GED
• 5-8 Years of Administrative Support Experience
• 5-8 Years of Data Entry Experience
• 5-8 Years of Office Management Experience
• 5-8 Years Word Processing Experience
• Effective Interpersonal Skills
• Effective Organizational Planning Skills
• Effective Oral and Written Communication Skills

Benefits

• 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.

Job Details

Location: Pittsburgh, PA

Job Function: Administrative Support and Coordination

Position Type: Staff – Regular Full Time/Part time Full time

Pay Basis: Hourly

Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world.

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.

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.

We cultivate a vibrant, welcoming environment where everyone is valued and encouraged to contribute and achieve.

In addition to competitive benefits and a robust support network, you’ll have access to many tools and resources to sharpen your abilities and professional skills, as well as opportunities to engage and share perspectives with a dynamic and inspiring community of uniquely talented staff, faculty, students, and alumni.

The future is awaiting your expertise and intellect. Come join the architects of what’s next.

Learn more about Student Employment. Please see Faculty Careers.

For technical assistance, email HR Services or call 412-268-4600.

If you need assistance or a reasonable accommodation at any stage of the application, interview, or hiring process, please contact Equal Opportunity Services by email at [e-mail] or by phone at 412-268-5072.

Prospective Employee Disclosures