Administrative Coordinator - School of Computer Science - HCII

The Human-Computer Interaction Institute (HCII) is a living laboratory where we investigate the relationship between computer technology, human activity, and society. Founded in 1993, the HCII is a place where we work to understand and craft technology that harmonizes with and improves human capabilities, goals, and social environments through interdisciplinary research and education in design, computer science, and behavioral and social sciences. We research how people work, play, and communicate within groups, organizations, and social structures, then we design, craft, and evaluate technologies and tools to support human and social activities.
We are seeking a dynamic and customer-focused Administrative Coordinator to join our team. You will be responsible for providing administrative support for up to six faculty members and helping to support the HCII PhD Program. You will also be assisting in other activities that directly relate to the success of the HCII department mission.

Your primary responsibilities will include:

• Maintaining individual faculty calendars or other project related calendars.
• Scheduling and coordinating meetings/events. Ensuring that all needed resources (i.e., conference rooms, meals, phone, etc.) are available.
• Handling procurement and travel and expense (T&E) purchases and reimbursements for faculty, staff, and student travel and general business activity (P-Card allocations).
• Arranging domestic/international travel for faculty and students.
• Supporting events including seminars, workshops, conferences, colloquium, retreats, etc., for both on and off campus locations. Your responsibilities may also include coordinating travel, transportation, meals, registration, etc. Distributing itineraries or meeting agendas; ensuring meeting materials are produced and available.
• Providing general administrative support such as maintaining office supplies, copying materials, hanging posters, and any other general office and administrative support as required.
• Other departmental tasks as assigned.

PhD program responsibilities:

• Support the PhD Program team in the day-to-day operations of the program.
• Involved in the full cycle of the program and providing administrative support.
• Support facilities management activities including working with SCS facilities to get PhD students necessary keys/equipment.
• Process expense reimbursements for PhD students.
• Assist with admissions and enrollment activities as required.
• Arrange rooms, catering and order supplies for program events, dissertation proposals and defenses, and final presentations.
• Participate in the planning and coordination of recruiting events such as “Open House in March,” “Graduate Student Appreciation Week,” and “orientation for new PhD students in August.” This may include setup, cleanup, catering, travel logistics, etc.
• Assist PhD Program Coordinator in responding to student inquiries and logistic support needs.
• Other administrative/program tasks as assigned.

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.

Qualifications:

• High School/GED required; Associate's degree preferred.
• 3-5 years administrative support, office management and data entry/word processing experience required.
• Strong calendar management skills 
• Excellent communication, organizational and time management skills.  
• Ability to handle multiple tasks, meet inflexible deadlines, and handle confidential information.
• Microsoft Office, Google applications, Student Services Suite, Applygrad and Oracle Applications experience preferred.

Requirements:

• Successful Background Check

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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