Administrative Assistant - School of Computer Science - S3D

The Software and Societal Systems (S3D) department within the School of Computer Science is searching for an Administrative Assistant to support assigned faculty members and coordinate an online executive education program. The role will collaborate with a diverse team, including project scientists, graduate and undergraduate scholars, and visitors. Candidates with experience in administrative support will thrive in this role as you will oversee document preparation, large and small meeting planning (including workshops and conferences), interactions with group members as well as current and prospective sponsors. You will also be supporting research and education activities, general office management including interviewing and hiring processes, and classroom preparation activities.

Candidates with strong interpersonal skills, the ability to deal with frequent interruptions, and significant reasoning and organizational abilities are encouraged to apply today. Inclusion and cultural sensitivity are valued competencies at CMU, and we are in search of a team member who can effectively interact with a varied population of diverse audiences. This is a great opportunity for someone to work in a creative, dedicated, driven team, in a collaborative environment committed to technical innovation, inclusion, and work-life balance.

Your core responsibilities will include:

Calendar Management:  Maintain individual faculty calendars or other project-related calendars.  Schedule with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, zoom, etc.) are available.

Transactional Accounting:  Handle expense reimbursements for faculty team travel and general business activity.  Procure goods and services (with guidance from campus procurement support), arrange payments using a purchasing card (PCard), special service payments, contracts, invoicing, arranging wire transfers, and other means.  PCard verification.  Ensure purchases and expenses are properly charged in adherence to sponsored project and other internal budgets.

Course Management:  Help prepare draft syllabus, schedule videographer, prepare course poster, enter grades as needed, monitor waitlists, enroll students, prepare instructions for exam proctors, order items needed for student projects, schedule meeting rooms for teaching assistants.

Event Management:  Plan and coordinate events such as seminars, workshops, conferences, colloquium, poster sessions (including document preparation, especially for sessions featuring judges and/or student prizes), retreats, short-term visits, etc., for both on- and off-campus venues.  Includes coordinating travel, transportation, meals, website registration, etc.  Plan, prepare, and distribute itineraries or meeting agendas; ensure meeting materials are produced and available.

Administrative Support:  Arrange domestic/international travel for faculty and faculty team trips.  General administrative support such as purchasing of research supplies, track job applicants, maintain continuity of documentation/research activities, submit and track faculty letters of recommendation, etc. 

Additional Research Support:  Research various aspects of or locate materials for various research projects on the web or at library; compile technical reports to sponsors; advise students and staff on department/university standards for document preparation and formatting.

Financial Reporting:  Run web reports or review reports provided by the business office; review for project charging accuracy.  Maintain internal records of account balances.

Additional Related Duties for Supporting Assigned Faculty: Include, but are not limited to, the following:

• Collect and enter information for grant writing and annual progress reporting for NSF and other sponsors.
• Monitor IRB renewal dates and status of new IRBs.
• Purchase and maintain an inventory of equipment (computers, keys, cell phones, cameras, student project items, etc.)
• Loan equipment to research study participants and students, track loan agreements and item return.
• Support the Prolific Academic process for research studies.

Executive Education: Coordinate the Privacy Engineering Certificate Program (offered virtually). With support from the IT team, provides updates to the program website and application site. Address enrollment and payment issues. Arrange for wire transfer/check payments and issue refunds. Respond to prospective student inquiries. Work with the program director to schedule cohorts and assign program instructors. Set up and maintain the program Canvas and Slack channel. Set-up student sponsored accounts. Communicate with students, give them access to the program, respond to any issues that arise, track student attendance and process continuing education units, draft and send out completion certificates, arrange for IAPP discounted testing. Arrange for instructors’ pay.

Other Administrative Duties:

• May oversee support staff or student workers through distribution of work and review of work progress. Assist in the training of newly hired staff and students and provide feedback on performance.
• Recognizes the opportunity for process improvement and participates in the implementation.
• Performs related duties and special projects as assigned.

Qualifications:

• High School Diploma or GED required. Associate’s Degree preferred.
• 5-8 years of experience in administrative support, data entry, office management and word processing.
• Higher Education experience preferred.
• Strong interpersonal skills, oral and written communication skills, and organizational skills.
• 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!

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. 

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