Administrative Coordinator - University Communications and Marketing
Carnegie Mellon University
Location: Pittsburgh, Pennsylvania
Internal Number: 2018141
This position will provide administrative and clerical assistance for the University Communications and Marketing division. Responsibilities will include: coordinating meetings and departmental gatherings; preparing financial reports; building management and front desk reception duties at 4721 Fifth Avenue; purchasing; receiving and screening phone calls as needed; related duties as assigned. This position will serve as a backup to others in the UCM Business Operations team in their key functions of budgeting and finance, HR and office/building management and be cross-trained accordingly.
General clerical assistance: sorting mail, making copies, answering main phone lines and general email inquiries, coordinating meetings. Serves as initial contact and liaison, providing information/coordination via phone or in person for the department. May provide higher-level administrative assistance such as calendar management to department managers as needed.
Purchasing and budget: purchasing office supplies, meeting lunches and refreshments, other routine office purchases. Some larger purchasing as needed. Drafting reports and other documents for supervisor's signature and/or approval. Submitting Expense Reports on behalf of the division.
HR: scheduling interviews with job candidates, coordinating schedules, printing resumes, onboarding and prep for new hires (coordinating new computer, phone orders, prepping work space, and creating itineraries), and coordinating exit process for departing employees.
Seated at and managing the front desk and reception area at University Communications and Marketing's main offices at 4721 Fifth Avenue, including welcoming and helping guests, accepting deliveries, maintaining lobby and common areas, managing conference room use and visitor parking.
Building management: triaging requests/repairs with appropriate parties, point of contact for facilities management, Telecom, copier repair, etc.
Assistance with recharge group billing as needed.
Setting up and maintaining filing, document management systems and process documentation for the division.
Provides backup support at the Coulter Welcome Center as needed.
Related duties as assigned.
Minimum Education: High School or equivalent, Associate's Degree or Bachelor's Degree Preferred
Minimum Experience: 3-5 years administrative support experience or equivalent in education and training. Higher Education or Customer Service experience preferred.
Or a combination of education and relevant experience from which the candidate can demonstrate comparable knowledge
Adaptability, excellence, and passion are vital qualities within University Communications and Marketing. 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 diverse audiences. We are looking for someone who shares our values and who will support the mission of the university through their work.
Demonstrated knowledge of Microsoft Office, Gmail and related software.
Work independently in most instances, ability to manage multiple projects simultaneously in a fast-paced, deadline-driven environment. Works with supervisors to manage changing workloads or priorities.
Ability to direct others, pay close attention to details, meet inflexible deadlines, remain calm during difficult situations, work under pressure and work with frequent interruptions.
Makes decisions requiring specialized knowledge and understanding of the practices, policies and procedures of department, and demonstrates general knowledge in areas outside of department. Recognizes the opportunity for process improvement and participates in the implementation.
Successful Background Check
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.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.
Administrative Support and Coordination
Staff - Regular
Full Time/Part time
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Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.