Administrative Assistant II - School of Computer Science - HCII

Carnegie Mellon University; Pittsburgh (Allegheny County); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Tuition benefits

Paid time off

Holidays

Life insurance

Disability insurance

Bus pass (Pittsburgh)

Family Concierge

Fitness center access

Job summary

Carnegie Mellon University is seeking an Administrative Assistant II to join HCII. This role provides calendar management, travel coordination, and event planning support for faculty and staff.

It also handles purchasing, reimbursements, and general administrative duties across the department. The ideal candidate has strong organizational and communication skills, with 5–8 years in admin support and a preference for experience in higher education.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 5-8 years of administrative support experience required.
• Excellent organizational, interpersonal, planning and communication skills.
• Higher education experience preferred.

Responsibilities

• Calendar management and scheduling with internal and external customers.
• Handle travel arrangements domestic and international; manage reimbursements and payments.
• Plan, coordinate events, seminars, and conferences on- and off-campus.
• Provide program support including data collection, syllabi coordination, and room bookings.
• Maintain office space and supplies; support with posters and documents.

Skills

Organizational skills

Interpersonal skills

Planning

Communication

Education

High school diploma or GED

Associate’s degree preferred

Tools

Microsoft Office

Google Apps

Box

Google Drive

Job description

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 Human-Computer Interaction Institute (HCII) is a living laboratory where we investigate the relationship between computer technology, human activity, and society. Founded in 1993, the HCII is a place where we work to understand and create technology that harmonizes with and improves human capabilities, goals, and social environments through interdisciplinary research and education in design, computer science, and behavioral and social sciences. We research how people work, play, and communicate within groups, organizations, and social structures, then we design, create, and evaluate technologies and tools to support human and social activities.HCII is seeking an Administrative Assistant II to join the team! This role will provide administrative support assisting with the workflow within the department. This is an exciting opportunity for someone who thrives in a fast-paced and challenging environment.Core ResponsibilitiesCalendar Management : Maintain individual faculty calendars or other project-related calendars. Schedule with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, zoom, etc.) are available.Transactional Accounting: Handles expense reimbursements for faculty team travel and general business activity. Procures goods and services (with guidance from campus procurement support), arranges payments using a purchasing card (PCard), special service payments, contracts, purchase orders, arranging wire transfers, and other means. PCard verifications. Ensure purchases and expenses are properly charged in adherence to sponsored project and other internal budgets.Event Management: Plans and coordinates events such as seminars, workshops, conferences for both on- and off- campus locations. Includes coordinating travel, transportation, meals, registration, etc. Plans, prepares, and distributes itineraries or meeting agendas; ensures meeting materials are produced and available. Produces reports, posters, and other documents as is needed.Administrative Support: Arranges domestic/international travel for faculty, visitors, and faculty team trips. General administrative support such as maintaining office space and supplies, copying materials, hanging posters, etc. Set up Zoom meetings.Program Support: Schedule program related meetings, functioning as a resource and providing information, and services to prospective and current students, assist with data collection in support of recruitment and admissions, curricular programs, student academic progress, and alumni engagement coordinate syllabi and incoming student transcripts, syllabus repository, assisting in the development of final exam schedules, maintain program calendars, and request/schedule rooms for program courses and events. (orientation, academic progress reviews, capstone presentations, industry speakers, program information sessions, commencement etc).Technical Skills: Creates and manages file systems using online storage systems such as Box and Google Drive. Updates website content. Use of university and department-specific software systems and databases to accomplish required tasks which may include Microsoft Office, Google Apps, Oracle, Canvas, S3, Adobe Creative Suite, etc. Must be willing to learn new software.Performs other related duties and 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 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:High school diploma or GED required. Associate’s degree preferred.5-8 years of experience in administrative support required.Excellent organizational, interpersonal, planning and communication skills.Higher education experience preferred.A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.Requirements :Successful completion of a pre-employment background checkJoining 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!LocationPittsburgh, PAJob FunctionAdministrative Support and CoordinationPosition TypeStaff – RegularFull Time/Part timeFull timePay BasisHourly