The Placement Exchange Job Board

Carnegie Mellon University's Office of Graduate and Postdoctoral Affairs is searching for a Senior Administrative Coordinator. This is a dynamic opportunity for someone who thrives in an exciting and challenging work environment.

Your core responsibilities will include:

Operational & Organizational:

• Serve as initial point of contact (phone, email, in-person, etc.) for and respond to general inquires to the office
• Triage related inquiries to the Director and/or other university partners as needed.
• Handle scheduling (calendar, meetings, securing space, and catering, etc.) for office leadership.
• Build agendas for and record minutes at various meetings and share with meeting attendants; follow-up with attendants as needed.
• Coordinate travel for and/or on behalf of the office; this might include conferences, meetings, speakers, and other related arrangements.
• Build reports related to the work of the Office using graphics, spreadsheets, power point presentations, etc.
• Handle and maintain office equipment and related support needs such as technology, phones, furniture, and equipment.
• Lead and/or assist in supervising any student employees.
• Collaborate with other administrative staff in the offices of the Vice Provost for Education and the Vice Provost for Faculty.
• Assist with various administrative duties such as filing, mailings, and copying.

Program and Event Support:

• Assist the Director and the Office in coordinating a variety of programs and events for graduate students and the postdoctoral community. Some examples include graduate student orientation (fall and spring); professional development programs; graduate and professional student appreciation week; Innovation with Impact; Three Minute Thesis; and others.
• Assist in facilitation of events and be present and engaged in carrying them out. this may include but is not limited to securing space, catering, technology, and equipment needs; communicating with various partners in regards to events; leading registration processes; support in securing speakers and communicating with them about various and critical logistics.

Communications:

• Maintain and lead the Office's website and related content.
• Assist and/or lead in the development of myriad marketing materials (electronic, print, etc.) and related communication for the graduate, postdoctoral, and university communities. This may include event updates and outreach; newsletter creation and distribution; creating posters and/or flyers; and more.
• Assist the Director and colleagues in handling responses to various stakeholders, some of which may be sensitive and/or confidential, through a variety of communication mediums.
• Manage logistics and communication related aspects for Canvas course/s setup and delivery (for new student onboarding). This may include requesting and tracking content; providing access for stakeholders; registering new students for the course/s; and more.

Financial Support:

• Lead and/or assist in managing a variety of financial related matters for the Office such as reconciliation of credit cards; creating and submitting expense reports; processing reimbursements; processing financial awards, grants, and/or special payments; transferring funds for special activities; and others.
• Provide and review monthly financial activity and special projects reporting to the Director.
• Coordinate and reconcile purchasing on behalf of the Office (supplies, equipment, etc.).
• Attend related trainings and meetings.

Flexibility, excellence, and passion are vital qualities within Division/Department. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to optimally 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.

You should demonstrate:

• The ability to work in a fast-paced environment and has an openness and willingness to participate in and inspire change in a diverse environment
• The ability and desire to contribute to an inclusive, positive, and multidisciplinary graduate student experience at Carnegie Mellon
• Dedication to the values of diversity, equity, inclusion, and belonging, and an active willingness to positively contribute to those values through their work
• Willingness to contribute to the strategic plan/s and mission, vision, and values of Carnegie Mellon University and the Office of Graduate and Postdoctoral Affairs
• Willingness to collaborate with a wide variety of campus partners in efforts to support the Office, our graduate students, postdoctoral community, and academic and administrative partners. This role requires attention to building and maintaining relationships and responsiveness to diverse perspectives and needs.

Qualifications:

• Bachelor's Degree Required, Master's Degree Preferred
• 3-5 Years of Administrative Experience
• Experience working in higher education student services and/or student affairs is preferred
• Sophisticated knowledge of Microsoft Office and related software; phone and website management; familiarity with Gmail; financial processing experience; skilled in schedule and calendar management
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

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.) Staff and faculty must comply with all applicable COVID-19 mitigation requirements. Please see Minimum Requirements to Return to Campus for details regarding the university's current COVID-19 mitigation requirements.

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Full Time/Part time

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