Administrative Assistant - Office of the Dean of Students
Carnegie Mellon University
June 19, 2018
Administrative Assistant - Office of the Dean of Students-2009228
Carnegie Mellon University is a highly selective global research university with more than 13,900 students and nearly 6,000 faculty and staff. Recognized for its exceptional arts and technology programs, we collaborate across disciplines and empower creative leadership in the fields of Business Administration, Computer Science, Engineering, Fine Arts, Humanities and Social Sciences, Public Policy & Information Systems, and Science. Carnegie Mellon is consistently ranked among the top 25 universities in the United States.
Carnegie Mellon University's Office of the Dean of Students, residing within its Student Affairs division, is searching for an Administrative Assistant. This is an excellent opportunity if you thrive in an interesting and challenging work environment. You will contribute to the department by providing essential administrative support for the Office of the Dean staff, while providing leadership for student workers toward developing a welcoming and inclusive environment in the reception area.
Core responsibilities will include:
General Administrative Support: maintain multiple staff calendars; coordinate staff meeting scheduling and agenda; support written correspondence to include editing and proofreading; track and order office supplies; serve as departmental desktop support liaison; manage equipment maintenance and facilities requests; and develop and procure flyers, posters and presentation materials.
Communication and Reception: staff front desk and Student Affairs coverage as needed; receive and direct phone calls, messages, mail and packages; make appropriate referrals to other offices or resources and follow up to ensure resolution as needed; and receive and direct visitors to the Office of the Dean.
Student Workers: responsible for the hiring, training, and evaluation of student office staff; provide ongoing skill development; monitor student employee budget; and approve student hours.
Office and Divisional Administrative Process Support: coordinate Domestic Partnership Agreements; initiate Emergency Student Loan paperwork and scheduling; coordinate Telecom billing and orders; maintain Divisional directory and staff databases; track and generate staff service awards; monitor and log computer inventory; assist with onboarding new staff; maintain office procedures and contact sheets; and serve as emergency response program Floor Marshal.
Financial: initiate and process purchase orders and contracts; reconcile Tartan Card accounts; and generate expense reports.
Project and Program Support: provide event support including room reservations, catering, facility services and technology needs; and provide support for projects as needed.
Professional Development: participate in training, workshops, committee involvement, and general campus engagement.
Flexibility, excellence, and passion are vital qualities within the Student Affairs 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. We are looking for someone who shares our values and who will support the mission of the university through their work.
You will demonstrate:
Excellent organizational, customer service, and communication skills
Attention to detail and self-motivation in a fast-paced environment
Ability to be pro-active, problem-solve and seek solutions, and suggest process improvements
Capability to learn the broader Student Affairs division and apply knowledge of policies and procedures to daily work
Minimum five years of experience required; will consider combinations of education, training and experience
Workday experience preferred
Internal Number: 2009228
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.