Administrative Assistant II, Robotics Institute-2012031
The Robotics Institute at Carnegie Mellon University was established in 1979 to conduct basic and applied research in robotics technologies relevant to industrial and societal tasks. Seeking to combine the practical and the theoretical, we have diversified efforts and approaches to robotics science while retaining the original goal of realizing the potential of the robotics field.
We are searching for a high-energy, dynamic and customer-focused individual to join our team. In this role, you will be responsible for providing administrative assistance for specific Robotics Institute faculty members and their associated teams and projects as well as for other departmental support functions. You will require in-depth knowledge and understanding of university and institute practices, policies, and procedures. You will be responsible for procurement, arranging travel and agendas, preparing expense reports, assembling data and financial reports, coordinating arrangements for meetings, conferences, workshops, and special events, monitoring project expenditures, producing and crafting various transaction forms, reports, and summaries.
Your primary responsibilities include:
Preparing expense reimbursements, procurement transactions, reconciliations, purchase orders, human subject payments, and other transaction forms
Monitoring faculty budgets and web reports and expenditures. Assisting with project budgeting, forecasting, and proposal submission
Collecting and organizing data and compiling information for various reports as well as producing and crafting reports
Producing, composing, proofreading or editing correspondence, proposals, minutes and other materials
Maintaining and scheduling appointment calendars for both faculty and conference room resources. Arranging meetings, agendas, travel, and special events
Submitting Web Hire request forms and assisting with questions regarding additional required paperwork and related logistical issues
Managing seat assignments processes, including but not limited to tracking assignments, assigning mailboxes, handling keys etc.
Acting as primary contact in Smith Hall for Housekeeping, Facilities, or Help Desk issues
Ordering office supplies and distributing as requested
Performing general office support responsibilities; such as reviewing, sorting, and distributing incoming mail or email; operating equipment such as copiers, printers, scanner, fax machines. Setting up and maintaining filing systems or databases
Arranging for meals or snacks to be delivered for breakfast, lunch or dinner meetings
Serving as initial contact and liaison, providing information coordination via phone or in person for funding agencies or other outside associations
Providing general information regarding research and non-research contracts
Acting as primary support staff and liaison between faculty and university offices, other faculty members, staff, students, other institutions, the general public, etc. Frequently contacting individuals at other institutions, in the business community, etc.
Providing student, faculty, staff or the public with information regarding services, policies and procedures of the faculty lab area and department
Attending departmental and faculty project meetings as required. Serving on department committees and works on special projects as assigned by supervisor or faculty member. Special projects may include project website maintenance; grading assignments, departmental team building meetings and activities, etc.
Coordinating workshops, conferences, and laboratory demonstrations including proceedings, preparations, room scheduling, and organizing appropriate services needed
May assist with hiring and training of peer staff and other tasks as assigned
High-school degree or GED required. Associates degree preferred
5-8 years of Administrative Support Experience and Office Management Experience required
5-8 years of Word Processing Experience and Data Entry Experience required
Excellent Problem Solving Skills, Organization and Planning Skills required
Strong written and oral communications skills required
Higher Education Experience preferred
Are you passionate about this dynamic opportunity with us? Please apply.
Internal Number: 2012031
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.