Senior Administrative Assistant and Office Manager – Student Involvement and Traditions – Divis[...]

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

Life insurance

Disability insurance

Bus pass

Job summary

Carnegie Mellon University in Pittsburgh, PA is seeking an experienced administrative professional to manage a dual-office suite for SIT/CELD, supervise staff, and coordinate reception, communications, and administrative services.

The role emphasizes onboarding, scheduling, travel coordination, policy documentation, and collaboration with two directors, alongside broader project work. CMU offers a hybrid schedule and a comprehensive benefits package.

Qualifications

• Five years of related experience, preferably in higher education, community organization, or non-profit setting.
• Previous supervision experience is preferred.

Responsibilities

• Serve as office manager for a dual-office suite including reception space, a breakroom, multiple storage locations, staff offices, and a university-wide community engagement hub.
• Oversee organization, cleanliness, function, and technology across all spaces.
• Supervision of one full-time administrative staff member and joint oversight of multiple part-time student staff including hiring, training, and development efforts.
• Provide reception and communications support including answering phones, directing traffic, coordinating mail, and managing multiple email accounts.
• Coordinate staff search processes in partnership with hiring managers and support onboarding for successful candidates.
• Project management for ongoing and ad-hoc departmental processes, programs, and initiatives.

Skills

Administrative support

Office management

Organizational skills

Planning skills

Interpersonal communication

Intercultural communication

Education

High School Diploma or GED

Bachelor’s Degree preferred

Tools

TartanConnect

Job description

The Student Involvement and Traditions (SIT) and Community Engagement and Leadership Development (CELD) Offices at Carnegie Mellon University, consist of experienced professionals with an outstanding ability to: cultivate relevant, one-to-one mentoring relationships with exceptional students; deeply influence the growth and development of the leaders of tomorrow; craft unique experiences building on the talents of a diverse, multifaceted community; and contribute to our Student Affairs Division whose cornerstone is a deep, sustained dedication to the ongoing care of its students.

Core Responsibilities Include

• Serve as office manager for a dual-office suite including reception space, a breakroom, multiple storage locations, staff offices, and a university-wide community engagement hub. Oversee organization, cleanliness, function, and technology across all spaces.
• Supervision of one full-time administrative staff member and joint oversight of multiple part-time student staff including hiring, training, and development efforts.
• Leverage full time and student staff to provide office reception and communications functions including answering phones, directing in person traffic, coordinating mail, and managing multiple email accounts.
• Prioritize clarity and accuracy of information provided via SIT/CELD websites, online chatbot responses, the student organization management tool (TartanConnect), and suite policies and procedures documents. Intake, troubleshoot, and/or route unique questions and circumstances as necessary.
• Assist departmental staff by serving as primary administrative support to two directors and secondary support to other professional staff in the departments. Implement various efforts related to scheduling, travel coordination, and meeting logistics.
• Oversee the experience of students in non-maker storage and office spaces including periodic inspections, partnership with relevant collaborators, issue management, and communications.
• Coordinate staff search processes in partnership with hiring managers and support a clear and welcoming onboarding for successful candidates.
• Provide administrative leadership for all student staff hiring and compliance processes including but not limited to HR system initiation, hours reporting, and onboarding.
• Project management for both ongoing and ad-hoc departmental processes, programs, and initiatives.
• Other duties as assigned in service to the department and broader Carnegie Mellon community through project work, etc.

You Should Demonstrate

• Proven ability to champion an innovative and collaborative work environment
• Proven administrative support and office management experience, organizational and planning skills, and oral, written, and interpersonal and intercultural communication skills
• A commitment to supporting the needs of a diverse student body

Qualifications

• High School Diploma or GED required; Bachelor’s Degree preferred
• Five years of related experience, preferably in a higher education, community organization, or non-profit setting
• Previous supervision experience is preferred

Requirements

• Successful completion of a pre-employment background check

Additional Information

• This position is a full-time role with an anticipated start date in late August/early September.
• 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.
• Work Posture: This position is eligible for a hybrid work schedule in accordance with the university’s guidelines.

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.

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