Carnegie Mellon University's H. John Heinz III College is hiring an Administrative Assistant. This is a great opportunity for someone who enjoys a fast-paced work environment and wants to support a team of career services, alumni relations, and corporate partnership professionals working with diverse students. You will lead administrative tasks, provide excellent customer service, and manage office operations and travel expenses.

Core responsibilities of the day-to-day operation of the Reidy Career Center Administrative Assistant will include:

Administrative Support:

Improve communication by updating shared directories, databases, and digital information sources.

Build calendar invites and Zoom meetings, reserve rooms, order food (as needed), and coordinate with campus tech support to address equipment and network issues as they arise.

Successfully implement special projects as assigned. Examples include but are not limited to research/information-gathering and benchmarking, student office assistant hiring and management, and data entry for Salesforce.

Financial Support:

Perform financial management activities such as balancing university credit card charges, processing expense reports in the CMU system, and tracking travel expense reports and other items.

Secure goods and services with mentorship from campus procurement support, reach terms on pricing, and facilitate payments using procurement card, special service payments, contracts, purchase orders, wire transfers, etc.

Handle expense reimbursements for team travel and general business activities.

Complete audit finding reports and recommendations.

Serve as liaison to other university contacts and use information resources to ensure compliance with university, college, and department rules and regulations.

Balance department budget, forecasting, and analysis.

Other:

Maintain physical office space, including organization, space management, supplies, and inventory awareness and purchasing.

Other duties as assigned to support our partnerships, capstones, and alumni relations groups.

Inclusion and cultural sensitivity are valued proficiencies in Heinz College. Therefore, we are looking for a team member who can effectively interact with a diverse population of diverse audiences. We seek someone who shares our values and will support the university's mission through their work.

You should demonstrate:

Excellent interpersonal, communication, analytical, and problem-solving skills.

Highly organized with outstanding planning skills and the ability to handle opposing priorities.

Experience with learning internal systems and databases to query and run reports for team-based decision-making purposes.

Proficiency in Microsoft Word, Microsoft Excel, Google Suite, and Zoom; familiarity with Gmail calendar management.

Excellent customer service skills and ability to connect with external audiences and campus community at all levels. Maintain professional demeanor in fast-paced environment.

Familiarity with Workday, Oracle, Handshake, and other university systems would be highly desired.

Qualifications:

High school diploma or GED; Associate’s degree or equivalent work experience preferred.

A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

At least 3 years’ experience with administrative support, data entry, office management, and word processing.

Requirements:

Successful 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 sponsorship of an employment visa for this opportunity.

Work Posture: This position is operating on a hybrid schedule, with an on-campus/in office presence 3 days a week.

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

Those employees who are benefits eligible have the opportunity to experience the full spectrum of advantages from comprehensive medical, prescription, dental, and vision insurance to an enticing retirement savings program offering a generous employer contribution. You can also unlock your potential with tuition benefits and take well-deserved breaks with ample paid time off and observed holidays. Finally, rest easy knowing you are covered by life and accidental death and disability insurance. 

Other perks include a free Pittsburgh Regional Transit bus pass, our Family Concierge Team to help navigate childcare needs, fitness center access, and so much more!

For a comprehensive overview of the benefits that may be awaiting you, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role and responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique skills and the diverse 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!

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