Administrative Assistant - School of Computer Science - S3D

Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn’t imagine the future, we invent it. If you’re passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!

The Software and Societal Systems (S3D) department within the School of Computer Science explores the vital intersection of the confluence of software, systems, and society to understand how computational technologies might better serve humanity. We are studying the bigger picture of computing in context in order to develop tools, policies, methods, and much more — all in the name of making the world a safer, more equitable, better place to call home.

S3D is searching for an experienced customer service orientated, and highly organized individual to join our team of Administrative Assistants. This is an excellent opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by being responsible for providing administrative support to the MSE (Master of Software Engineering) and MPEAI (Master Privacy Engineering and AI Governance) Program Manager.  In addition, this position will provide support for two new initiatives: Microsoft PRAISE initiative and Kazakhstan partnership special initiatives as well as a newly launched online certificate program in MSE. The position requires knowledge and understanding of university and departmental practices, policies, and procedures. This position is responsible for procurement, preparing expense reports, arranging travel and agendas, coordinating arrangements for meetings, conferences, workshops and class sessions, and general support for S3D Master’s degree programs.

Core Responsibilities

• Calendar Management: Maintain individual faculty calendars or other project-related calendars.  Schedule with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, zoom, etc.) are available.      
• Transactional Accounting:  Handles expense reimbursements for faculty team travel and general business activity. Procures goods and services (with guidance from campus procurement support), arranges payments using a purchasing card (PCard), special service payments, contracts, purchase orders, arranging wire transfers, and other means. PCard verifications. Ensure purchases and expenses are properly charged in adherence to sponsored project and other internal budgets.
• Course Management/Scheduling:  Provide course scheduling support by using department and university systems including scheduling course/classroom reservations, monitor and clear waitlists, grades, and grade change requests. May schedule TA sessions, copy course materials, enter grades into S3 system. Manage course work in Canvas, or other systems as directed by assigned faculty.
• Event Management:  Plans and coordinates events such as seminars, workshops, conferences for both on- and off- campus locations. Includes coordinating travel, transportation, meals, registration, etc. Plans, prepares, and distributes itineraries or meeting agendas; ensures meeting materials are produced and available. Produces reports, posters, and other documents as is needed.
• Administrative Support: Arranges domestic/international travel for faculty, visitors, and faculty team trips. General administrative support such as maintaining office space and supplies, copying materials, hanging posters, etc. Set up Zoom meetings.
• Program Support: Schedule program related meetings, functioning as a resource and providing information, and services to prospective and current graduate students, assist with data collection in support of recruitment and admissions, curricular programs, student academic progress, and alumni engagement coordinate syllabi and incoming student transcripts, syllabus repository, FCE collection, and process textbook orders each semester and summer session, assisting in the development of final exam schedules, maintain MSE and MPEAI Program calendars, and request/schedule rooms for MSE and MPEAI program courses and events. (orientation, academic progress reviews, capstone presentations, industry speakers, program information sessions, commencement etc).
• Technical Skills: Creates and manages file systems using online storage systems such as Box and Google Drive. Use of university and department-specific software systems and databases to accomplish required tasks which may include Microsoft Office, Google Apps, Oracle, Canvas, S3, Adobe Creative Suite, etc. Must be willing to learn new software.
• Work with the S3D Business office to place orders related to MSE and MPEAI programming and in support of academic courses.
• Maintain email distribution lists for MSE and MPEAI students, faculty, staff, and send emails to lists as requested.
• Performs other related duties and special projects as assigned.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University.  We are in search of a team member who can effectively 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 through their work.

Qualifications:

• High school diploma or GED required. Associate’s degree preferred.
• 3-5 years of administrative support experience required.
• Experience in higher education preferred.
• Strong interpersonal, communication, organization, and planning skills required.
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful completion of a pre-employment background check

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. 

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

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