Administrative Associate, Institute for Software Research-2011720
The Institute for Software Research (ISR) is one of the seven academic departments of the Carnegie Mellon School of Computer Science (SCS). ISR hosts the SCS PhD programs in Software Engineering (SE) and Societal Computing (SC), along with six professional masters programs. We also host the undergraduate minor in SE. Our research and educational programs focus on software engineering, hardware/software systems and various cross disciplinary topics related to societal computing, such as security and privacy engineering, sustainability, energy efficiency.
ISR is seeking a talented and expert administrative associate to join our dynamic team. In this role, you will provide support to several faculty members, with an initial emphasis on faculty engaged primarily in teaching. You will provide the faculty members and their students support across a wide range of areas, including travel, catering, event planning, course management, and purchasing.
Your core responsibilities include:
Calendar Management: Maintaining individual faculty calendars or other project related calendars. Scheduling with internal and external customers to prevent conflicts or overlapping events, and ensuring that all needed resources (i.e., conference rooms, meals, phone, etc.) are available
Transactional Accounting: Managing expense reimbursements for faculty, team travel and general business activity. Procuring goods and services (with mentorship from campus procurement support), arranging payments using a purchasing card (PCard), special service payments, contracts, purchase orders, arranging wire transfers, and other means. PCard verifications. Ensuring purchases and expenses are properly charged in adherence to sponsored project and other internal budgets
Course Management: Scheduling TA sessions, copying course materials, entering grades into S3 system, handling course work through blackboard or other systems
Event Management: Planning and coordinating events such as seminars, workshops, conferences, colloquium, retreats, etc., for both on- and off- campus locations. Including coordinating travel, transportation, meals, registration, etc. Planning, preparing and distributing itineraries or meeting agendas; ensuring meeting materials are produced and available
Administrative Support: Arranging domestic/international travel for faculty and faculty team trips. Providing general administrative support such as maintaining office supplies, copying materials, hanging posters, etc.
Technical Skills: Building and managing websites, shared directories, databases, social media, and/or digital information archives. Editing, writing, performing graphics improvements using various software and tools. Building and managing file systems using online storage systems such as Box
Recognizing the opportunity for process improvement and participating in the implementation
May serve on inter-departmental committees. Acting as a liaison or contact person with other university departments, i.e. Budget Office, Registrar, Property Management, Human Resources, etc., and with outside organizations. Assisting in the research, preparation and processing of information.
Performing related duties and special projects as assigned.
High School or GED required. Associate's degree preferred
5-8 years of Administrative, Office Management, Word Processing and Data Entry experience required
Strong interpersonal, organization and communications skills required
Are you passionate about this dynamic opportunity with us? Please apply.
Internal Number: 2011720
About Carnegie Mellon University
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.