Executive Assistant, Advancement Information Systems - University Advancement

Carnegie Mellon University; Pittsburgh (Allegheny County); Sur place; USD 28 000 - 41 000; Plein temps

Avantages offerts par ce poste

Health insurance

Retirement plan

Tuition benefits

Paid time off

Bus pass

Résumé du poste

Carnegie Mellon University in Pittsburgh, PA, invites applications for an Executive Assistant, Advancement Information Systems to support the AVP with a broad range of administrative duties. You will manage calendars, communications, travel, and purchasing, ensuring smooth operations and timely information flow within a dynamic university advancement team.

The ideal candidate has 3–5 years of administrative experience, an associate degree (bachelor’s preferred), and proficiency with Oracle

Qualifications

• Strong initiative and the ability to work independently without losing sight of when collaboration or escalation is needed.
• Attention to detail & ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Willingness to learn and apply new skills.
• Associate’s degree required (bachelor’s degree preferred)
• 3-5 years of administrative support experience required
• Experience using Oracle Financial Management System preferred
• Experience using Salesforce preferred
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Responsabilités

• Managing administrative responsibilities for the AVP, including calendar management, communications, interacting with other members of the management team and academic community, troubleshooting problems and questions concerning office and University policies and procedures, and responding to inquiries and routine questions.
• Preparing correspondence, reports, newsletters and other documents on behalf of the AVP.
• Building strong relationships across the organization and proactively finding the information & resources to get things done.
• Coordinating travel, expense reports & purchase requests for the department.
• Creating, tracking, reviewing & monitoring purchase orders for the department in accordance with university policies & procedures.
• Reviewing invoices for accuracy & completeness and facilitate timely payment processing.
• Coordinating with vendors & University departments to resolve purchasing & payment-related issues.
• Assisting with interview scheduling & onboarding of new staff to the department.
• Ordering supplies for Advancement Information Systems department.
• Attending various meetings within department; may serve on inter-departmental committees.
• Communicating with high level officials both inside and outside the university.
• Providing information & guidance regarding departmental & university policies & procedures to staff.
• Other duties as assigned.

Connaissances

Attention to detail

Communication skills

Independent work

Willingness to learn

Formation

Associate degree

Bachelor’s degree preferred

Outils

Oracle Financial Management System

Salesforce

Description du poste

Carnegie Mellon University is world-renowned as the birthplace of artificial intelligence, and that spirit of innovation is the heartbeat of our University Advancement division. As we enter a transformative era of philanthropy, we are searching for an Executive Assistant, Advancement Information Systems to join our team. This position will be responsible for a managing a wide variety of administrative functions for the Assistant Vice President, Advancement Information Systems. This is a great opportunity for someone who thrives in an exciting and challenging work environment.

Core Responsibilities

• Managing administrative responsibilities for the Assistant Vice President, Advancement Information Systems, including calendar management, communications, interacting with other members of the management team and academic community, troubleshooting problems and questions concerning office and University policies and procedures, and responding to inquiries and routine questions.
• Preparing correspondence, reports, newsletters and other documents on behalf of the AVP.
• Building strong relationships across the organization and proactively finding the information & resources to get things done.
• Coordinating travel, expense reports & purchase requests for the department.
• Creating, tracking, reviewing & monitoring purchase orders for the department in accordance with university policies & procedures.
• Reviewing invoices for accuracy & completeness and facilitate timely payment processing.
• Coordinating with vendors & University departments to resolve purchasing & payment-related issues.
• Assisting with interview scheduling & onboarding of new staff to the department.
• Ordering supplies for Advancement Information Systems department.
• Attending various meetings within department; may serve on inter-departmental committees.
• Communicating with high level officials both inside and outside the university.
• Providing information & guidance regarding departmental & university policies & procedures to staff.
• Other 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 & Requirements

• Strong initiative and the ability to work independently without losing sight of when collaboration or escalation is needed
• Attention to detail & ability to manage multiple priorities
• Excellent verbal and written communication skills
• Willingness to learn and apply new skills

• Associate’s degree required (bachelor’s degree preferred)
• 3-5 years of administrative support experience required
• Experience using Oracle Financial Management System preferred
• Experience using Salesforce 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

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

• 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 from 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.

Location: Pittsburgh, PA

Job Function: Executive Administrative Support

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

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.