Senior Administrative Assistant - UEIS

Carnegie Mellon University; Pittsburgh (Allegheny County); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

Comprehensive benefits

Tuition benefits

Paid time off

Life insurance

Bus pass

Family concierge

Fitness center

Job summary

Carnegie Mellon University’s Department of UEIS is seeking a Senior Administrative Assistant to join a dynamic team. You will provide a wide range of administrative support to senior leadership, including liaison duties with university departments and external partners.

The role features calendar management, event coordination, and financial support responsibilities. The ideal candidate brings at least five years of administrative experience, strong communication and organizational skills, and

Qualifications

• High school diploma or GED required.
• Associate's degree preferred.
• At least five years of administrative support and office management experience.
• A combination of education and relevant experience may be considered.

Responsibilities

• Act as liaison with other university departments and external organizations.
• Coordinate calendars for the principal and UEIS senior leadership; prepare materials for meetings.
• Manage routine office functions; ensure staff have supplies and support.
• Serve as primary host for senior visitors; arrange tours and events.
• Schedule and coordinate events; book venues and catering; greet guests.

Skills

Excellent verbal and written comms

Effective interpersonal skills

Strong organization & planning

Education

High school diploma/GED

Associate's degree preferred

Job description

Carnegie Mellon University’s Department of UEIS is seeking a Senior Administrative Assistant to become part of their team. This is an excellent opportunity for someone who excels in a dynamic and exciting work environment. You will aid the department by delivering a wide array of administrative assistance to senior leadership.

Core responsibilities

• University Liaison: Acts as a liaison or contact person with other university departments (e.g., Budget Office, Registrar, Property Management, Human Resources) and with outside organizations.
• Calendar & Meeting Management: Coordinate the calendars of the principal and may coordinate calendars for UEIS senior leadership. Print and prepare materials (including agendas, meeting notes, and action items) to assist in effectively managing leadership time. Proactively meet with leadership to review and adjust schedules, acquire materials required for meetings, and book meeting locations. Maintains calendars to track time-critical issues like provisional and annual performance reviews. It also covers performance management activities, group meetings, and project reviews.
• Office Management: Coordinate the routine functions of the Office environment. Make certain that faculty and staff receive the supplies and support needed to fulfill their responsibilities effectively. Handle and forward telephone calls when appropriate.
• Hospitality, Guest Relations & Tours: Function as the primary contact and host for senior visitors to the department. Arrange, coordinate, and assist with hosting informational tours and visits for distinguished colleagues, donors, alumni, and external collaborators consistent with university stewardship efforts.
• Events Management: Assist the leadership team by scheduling and coordinating events. This includes booking venues, arranging catering, greeting guests, and handling operations and any issues on the event day.
• Financial & Business Office Support: Process expense reports, reimbursements, and purchase card reports.
• Grant & Funding Assistance: Aid in the administrative tracking and reporting related to faculty research, project grants, and specialized funding channels. Assist in monitoring post-award progress deadlines, collecting relevant metrics, and contributing to the preparation of both internal and external funding reports.
• Travel Support: Help the principal and guests with arranging and reimbursing travel for UEIS-sponsored activities.
• Research & Reporting: Produces reports and correspondence; prioritizes and schedules meetings, travel arrangements, etc. Performs research to respond to requests, summarizes findings, and prepares processing information for special projects.
• Supervision and Allocation: Coordinates office support staff and student workers, assisting in their selection and training. Assigns and reviews work, provides performance feedback, and evaluates department procedures to maintain efficiency.
• Committee Work: Attends various meetings within the department. May serve on inter-departmental committees.
• Other Duties: Performs related duties and completes 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 optimally 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.

Are you interested in an exciting opportunity with an exceptional organization?!

If your heart is in your work, come work with us.

Desired Skills

• Excellent verbal and written communication skills
• Effective interpersonal skills
• Strong organization and planning skills

Qualifications

• High school diploma/GED required;
• Associate's degree preferred;
• At least five years of administrative support and office management experience;
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirement

Successful completion of a pre-employment background check.

Additional Information

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.

Benefits

• Comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions.
• Tuition benefits.
• Paid time off and observed holidays.
• Life and accidental death and disability insurance.
• Free Pittsburgh Regional Transit bus pass.
• Access to our Family Concierge Team to help navigate childcare needs.
• Fitness center access.
• And much more.

Joining the CMU team opens the door to an array of exceptional benefits.

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.

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

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.

Equal Opportunity

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

Statement of Assurance

Effective August 24, the URL for the CMU Careers site will change to https://cmu.wd115.myworkdayjobs.com/CMU.

Accessibility & Assistance

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.

We are committed to providing an accessible experience throughout our recruitment process.

Technical Assistance

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