Job details

INI Administrative Assistant

The Information Networking Institute (INI) at Carnegie Mellon University (CMU) educates and develops engineers through technical, interdisciplinary master’s degree programs in information networking, security and mobile and IoT engineering that incorporate business and policy perspectives.

We are currently searching for an Administrative Assistant to join our team. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment. You will report directly to the Manager of the Director’s Office and Administration and will contribute to the department by providing administrative and clerical support to the INI, and other such tasks as assigned to you.

Your core responsibilities will include:

Initiate and document business operations and administrative process improvements
Create and send memos and correspondence to students, staff, and faculty; draft reference and process documents; design forms and signage using specialized software
Hire, train, and supervise student employees each semester
Manage team resources including calendar, d-list and Slack membership, and staff and faculty resources Box folder
Responsible for meeting support including managing and scheduling of all rooms; providing technical support; managing agendas for functional team meetings; and ordering and setting up refreshments, copies, etc.
Assist with event planning, including researching event venues, developing menus and working with vendors, and assisting with day of event support (set-up, registration/check-in, clean-up)
Serve as liaison between visitors, students, staff, and faculty both in person and on the phone by greeting them and facilitating their requests for information and/or documents/forms which may be confidential
Responsible for general student support including managing course equipment sign-in/- out, responding to help requests, managing locker registration process, maintaining student library, and managing lost and found
Order and maintain office supplies, staff and student kitchen supplies
Reconcile procurement card expenses, troubleshooting tax exemption issues, returns, credits, incorrect orders, suspicious and/or fraudulent charges reconciliation
Work with UCO to process service contracts including requests for contract review and approval, and contract addendums contracts renewals as well as the backup for any Accounts Payable requests such as entering new suppliers in the CMU Oracle Financial System, preparing and processing Non-Employee expense reimbursements and other related tasks.
Make travel arrangements (e.g. airfare, ground transportation, hotel reservations, etc.) for faculty, staff, students and visitors, as needed.
Prepare expense reimbursement requests for all INI staff and faculty and work with the INI Business Operations to resolve any ER audit findings and other related issues
Responsible for shipping and receiving of packages
Assist with INI building-related issues including working with FMS and external contractors to prepare work orders and trouble-shoot issues
Maintain building signage and key inventory as necessary
Serve as POC with Telecom, maintain telecom inventory, and monitor monthly telecom reports
Assist with building security by serving as first responder when alarm is sounded and monitoring all entrances and parking lot
Provide additional services in support of the goals of the Information Networking Institute

Flexibility, excellence, and passion are vital qualities within Division/Department. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to 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.

You should demonstrate:

Excellent verbal and written communication skills
Ability to work under pressure and meet deadlines
Ability to multitask effectively

Qualifications:

HS diploma or GED required
3-5 years of office administration experience
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

Successful background check

Are you interested in this exciting opportunity?! Apply today!

CMU’s COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Staff and faculty must comply with all applicable COVID-19 mitigation requirements. Please see

Minimum Requirements to Return to Campus for details

regarding the university’s current COVID-19 mitigation requirements.

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

By Carnegie Mellon University

We are a global research university with more than 12,000 students, 92,000 alumni and 5,000 faculty and staff. Carnegie Mellon has continually been a birthplace of innovation since its founding in 1900. Today, we are a global leader bringing groun...

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FUNDING

Nonprofit

INDUSTRY

Colleges & Universities

TEAM SIZE

1001-5000

LOCATION

Hybrid, based in Pittsburgh, PA

DATE POSTED