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The Role
Provides administrative and operational support to the Technology Programs team by coordinating meetings, maintaining project documentation and schedules, compiling reports, preparing presentations, tracking deadlines, coordinating invoices and travel, supporting events and onboarding, and maintaining departmental procedures and templates. The role collaborates with project teams, sponsors, consortium members, and internal departments to ensure organized and efficient program execution.
Summary Generated by Built In
Company Description
The ARM Institute leverages a robust consortium of 500+ consortium members and partners across industry, academia, and government to strengthen and grow US manufacturing. The ARM Institute does this by catalyzing solutions that drive the adoption of robotics and physical AI. With a forward-looking focus on innovative, yet practical, technology and workforce development solutions and leveraging the nation’s largest consortium of automation experts, the ARM Institute asserts the United States as leading nation in manufacturing output through the adoption of robotics and AI. As a Manufacturing Innovation Institute (MII) and part of the Manufacturing USA® network, the ARM Institute team plays a critical, national role in driving the innovations needed to grow US manufacturing.
Position Overview
The ARM Institute is seeking a Technology Programs Administrative Assistant to provide comprehensive administrative and operational support to the Technology Programs team. Reporting to the Senior Director of Technology Programs, this role partners with Program Directors and Project Managers to coordinate project activities, maintain program documentation, prepare reports and presentations, organize meetings, and support the day-to-day administrative operations of the department.
The Technology Programs Administrator plays a key role in ensuring projects remain organized, documentation is maintained, and administrative processes are executed efficiently, enabling technical staff to focus on project delivery, member engagement, and strategic initiatives.
This hybrid position is based in Pittsburgh, Pennsylvania, and requires collaboration with internal staff, consortium members, sponsors, and external partners.
Responsibilities
Project Administration
Required Qualifications
At ARM Institute, you’ll help accelerate the adoption of robotics and AI technologies that strengthen U.S. manufacturing. You’ll collaborate with leading manufacturers, technology companies, startups, researchers, and government partners on projects with national impact while helping shape the future of advanced manufacturing.
Join us in advancing the future of U.S. manufacturing.
We believe diversity is essential to our organization’s growth and success. We strive to create an inclusive, welcoming culture and seek individuals of all backgrounds to join our innovative organization.
ARM Institute is an Equal Opportunity Employer.
The ARM Institute leverages a robust consortium of 500+ consortium members and partners across industry, academia, and government to strengthen and grow US manufacturing. The ARM Institute does this by catalyzing solutions that drive the adoption of robotics and physical AI. With a forward-looking focus on innovative, yet practical, technology and workforce development solutions and leveraging the nation’s largest consortium of automation experts, the ARM Institute asserts the United States as leading nation in manufacturing output through the adoption of robotics and AI. As a Manufacturing Innovation Institute (MII) and part of the Manufacturing USA® network, the ARM Institute team plays a critical, national role in driving the innovations needed to grow US manufacturing.
Position Overview
The ARM Institute is seeking a Technology Programs Administrative Assistant to provide comprehensive administrative and operational support to the Technology Programs team. Reporting to the Senior Director of Technology Programs, this role partners with Program Directors and Project Managers to coordinate project activities, maintain program documentation, prepare reports and presentations, organize meetings, and support the day-to-day administrative operations of the department.
The Technology Programs Administrator plays a key role in ensuring projects remain organized, documentation is maintained, and administrative processes are executed efficiently, enabling technical staff to focus on project delivery, member engagement, and strategic initiatives.
This hybrid position is based in Pittsburgh, Pennsylvania, and requires collaboration with internal staff, consortium members, sponsors, and external partners.
Responsibilities
Project Administration
- Coordinate project kickoff meetings, recurring meetings, and customer meetings.
- Prepare agendas, capture meeting notes, document action items, and track follow-up activities.
- Maintain project schedules and calendars.
- Organize and maintain operational project files, to include OneDrive and SalesForce.
- Ensure proper document naming conventions, version control, and records management.
- Upload project deliverables to sponsor portals and collaboration platforms.
- Maintain project documentation throughout the project lifecycle.
- Compile weekly activity reports (WARs), quarterly reports, program metrics, and executive summaries.
- Gather status updates from Project Managers and Program Directors.
- Prepare PowerPoint presentations for leadership meetings and program reviews.
- Maintain standardized report templates.
- Coordinate invoices and administrative documentation.
- Track administrative project deadlines and deliverables.
- Assist with travel arrangements and expense reporting.
- Coordinate visitor logistics, workshops, demonstrations, and program events.
- Maintain ensure distribution lists are updated.
- Prepare Technology Programs staff meeting materials.
- Support onboarding activities for new Technology Programs employees.
- Maintain departmental standard operating procedures and templates.
- Assist with any documentation requests.
- Coordinate office and project supply requests.
- Support continuous process improvement initiatives.
- Serve as the primary administrative resource for the Technology Programs department.
- Collaborate with Finance, Contracts, HR, Business Development, Communications, and Executive Administration to ensure smooth execution of departmental activities.
- Build productive working relationships with project teams, members, sponsors, and external partners.
Required Qualifications
- High School diploma required.
- Three or more years of administrative, project coordination, operations, or program support experience.
- Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
- Experience with Microsoft Teams.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- High level of professionalism and attention to detail.
- Ability to maintain confidentiality and exercise sound judgment.
- Associate’s or Bachelor’s degree in Business Administration, Communications, Project Management, or a related field.
- Experience supporting engineering, technology manufacturing, or research organizations.
- Experience using Salesforce, or similar CRM platforms.
- Experience supporting government-funded programs or nonprofit organizations.
- Experience in maintaining project documentation and reports.
- Experience coordinating meetings, events, and travel.
At ARM Institute, you’ll help accelerate the adoption of robotics and AI technologies that strengthen U.S. manufacturing. You’ll collaborate with leading manufacturers, technology companies, startups, researchers, and government partners on projects with national impact while helping shape the future of advanced manufacturing.
Join us in advancing the future of U.S. manufacturing.
We believe diversity is essential to our organization’s growth and success. We strive to create an inclusive, welcoming culture and seek individuals of all backgrounds to join our innovative organization.
ARM Institute is an Equal Opportunity Employer.
Skills Required
- High school diploma
- Three or more years of administrative, project coordination, operations, or program support experience
- Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word
- Experience with Microsoft Teams
- Exceptional organizational and time management skills
- Strong written and verbal communication skills
- Ability to manage multiple priorities in a fast-paced environment
- High level of professionalism and attention to detail
- Ability to maintain confidentiality and exercise sound judgment
- Associate's or bachelor's degree in Business Administration, Communications, Project Management, or a related field
- Experience supporting engineering, technology manufacturing, or research organizations
- Experience using Salesforce or similar CRM platforms
- Experience supporting government-funded programs or nonprofit organizations
- Experience maintaining project documentation and reports
- Experience coordinating meetings, events, and travel
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The Company
What We Do
The ARM (Advanced Robotics for Manufacturing) Institute accelerates the development and adoption of innovative robotics technologies that are the foundation of every advanced manufacturing activity today and in the future. We leverage a unique, robust and diverse ecosystem of partners across industry, academia and government to: - make robotics, autonomy and artificial intelligence more accessible to U.S. manufacturers large and small - train and empower the manufacturing workforce - strengthen our economy and global competitiveness - elevate our national security and resilience The ARM Institute operates as part of the Manufacturing USA network, and is funded by the U.S. Department of Defense. By creating a collaborative ecosystem of like-minded organizations, the ARM Institute is speeding the movement of industrial robots into commercial use, while preparing a labor force to operate and manage these technologies. ARM is an integral part of Pittsburgh’s strategy to define the future of the global manufacturing economy and will be the lead tenant at Hazelwood Green, a unique hub that will revolutionize U.S. manufacturing. For more information, visit www.arminstitute.org.
