Carnegie Mellon University is an extraordinary research university with distinctive areas of excellence and a culture marked by ambition, passion, and a deep, practical engagement with the challenges facing society.
The Marketing and Communication Division is searching for an Administrative Coordinator to serve as the first point of contact for the division's main location. This is an exciting opportunity if you thrive in an interesting and meaningful work environment. In this role, you will assist with workflow in the department to include coordinating meetings and departmental gatherings, preparing financial reports, building management, and receiving and screening phone calls as needed.
Core responsibilities will include:
Seated at and owning the operations of the front desk and reception area at Marketing & Communications main offices, including welcoming and helping guests, accepting deliveries, maintaining lobby and common areas, handling conference room use and visitor parking.
Building management: triaging requests/repairs with appropriate parties, partnering with facilities management, Telecom, copier repair, etc.
General clerical assistance: sorting mail, making copies, answering general inquiries, coordinating meetings. Providing general clerical and administrative support to the division. 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, completing expense reports for staff. Cross-trained in all purchasing methods with other departmental Administrators. Drafting monthly reports and other documents for supervisor's signature and/or approval.
Setting up and maintaining filing and document management systems for the division.
Serve as a backup to others in the business operations group in their key functions of budgeting and finance, HR and office/building management, and be cross-trained accordingly.
Flexibility, excellence, and passion are vital qualities within the Marketing and Communications division. 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 dynamic population of internal and external partners at a high level of integrity.
You will demonstrate:
Strong customer service skills and ability to maintain composure during stressful situations.
Ability to work independently in most instances and manage multiple projects / priorities at a time in a dynamic environment.Work with supervisors to manage changing workloads or priorities.
Capability to direct others, pay close attention to details, meet inflexible deadlines, work under pressure, and work with frequent interruptions.
Ability to make 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.
Minimum Education: High School or equivalent required; Associate's Degree or Bachelor's Degree preferred.
Minimum Experience: three years secretarial/administrative related experience required, or equivalent in education and training.
Proficiency with Microsoft Office: Outlook, Excel, PowerPoint and related software.
Internal Number: 2010714
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.