Executive Assistant to AVP, Advancement Information Systems

Carnegie Mellon University; Pittsburgh (Allegheny County); On-site; USD 28,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Tuition benefits

Paid time off

Bus pass

Job summary

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.

Responsibilities

• 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.

Skills

Attention to detail

Communication skills

Independent work

Willingness to learn

Education

Associate degree

Bachelor’s degree preferred

Tools

Oracle Financial Management System

Salesforce

Job description

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