Administrative Assistant - College of Engineering - Department of Mechanical Engineering

Carnegie Mellon University • Pittsburgh, PA

1d • Onsite

About The Position

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! Innovation. Interdisciplinary collaboration. Complex problem solving. In Carnegie Mellon University’s Department of Mechanical Engineering, faculty members, researchers, and students are revolutionizing focus areas in advanced manufacturing, bioengineering, computational engineering, energy and the environment, product design, and robotics. In addition, they are using their expertise in interdisciplinary research centers across the university. Carnegie Mellon University’s Department of Mechanical Engineering is searching for an Administrative Assistant to join their team. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by providing vital, general administrative support for Mechanical Engineering faculty, staff, and students while ensuring proficient customer service to all Mechanical Engineering guests. This is a highly visible role for the Mechanical Engineering main office. You should have excellent interpersonal skills and can perform general office and clerical work, including preparing reports, assisting with workflow in the department; update and performing related duties as assigned.

Requirements

• You should demonstrate: Strong interpersonal, verbal, and written communication skills Strong organization and planning skills
• High school diploma/GED
• Confirmed experience with Microsoft Office Suite and Google Suite
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
• Successful background check

Responsibilities

• Maintains department calendar to ensure that time-critical issues such as group meetings, project reviews, etc. are identified and adhered to
• Produces, assembles, and maintains reports and summaries. Frequently required to respond directly to inquiries and requests regarding this information
• Greets all visitors in person, via email, and by phone
• Provides administrative and /or clerical assistance. Prepares and proofs materials from rough drafts.
• Serves as initial contact and liaison, providing information/coordination via phone or in person for the department/program
• Provides general office management: setting up and maintaining filing systems, initiating and processing purchases for office equipment and supplies, paying bills, etc.
• Schedules meetings, conferences, or travel arrangements; prepares itineraries or meeting
• Other duties as assigned.
• Serves as initial contact and liaison, providing information/coordination via phone, email or in person for the department/program.
• Grants card access for departmental spaces.
• Stocks copiers with paper and supplies.
• Purchases and restocks kitchen/office supplies for the department.
• Maintain kitchen cleanliness; wipe down counters, clean the sink, and empty the fridge of leftover food weekly.
• Keeps inventory of kitchen and office supplies for the department.
• Maintains coffee machines in the PhD suites and staff/faculty kitchen.
• Places orders for restocking of coffee supplies through Aramark.
• Provides administrative and logistical support for student groups and events.
• Prepares and maintains records to track items such as keys, copier/printer usage, staff directories, etc.
• Produces, assembles, and maintains reports and summaries. Frequently required to respond directly to inquiries and requests regarding this information.
• Provides general office management: setting up and maintaining filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc.
• Maintains key inventory for faculty and staff.
• Provides technical support for conference rooms, manages conference room calendars, and handles room requests.
• Provides technical support for printer setup and maintains updated instructions on connecting to department printers.
• Provides support for swipe access to conference rooms, suites, and shared spaces.
• Works with the facilities coordinator of buildings to enter work orders for custodial and maintenance requests.
• Assists the academic team with thesis binding, PhD defense posters, and printing/ mailing.
• Provides support for a cluster of faculty and their lab groups, including but not limited to: processing travel and expense reimbursements; making travel arrangements; providing conference registration assistance; providing assistance paying membership dues for professional organizations; organizing lab meetings; organizing catering; setting up Zoom meetings; serving as their faculty members’’ out of office messages; organizing, planning, and executing faculty-initiated non-course events; providing scheduling support; providing general support and such other tasks that are assigned to you

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!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED