Front Desk Administrative Coordinator

Software Engineering Institute | Carnegie Mellon University • Arlington, VA

23h • Onsite

About The Position

The DC Operations group serves as the SEI’s bridgehead in the national capital region. It is responsible for supporting SEI employees, clients, and guests. This includes executing the essential functions required to operate and maintain the Arlington office and facilities. Are you someone who values organization, motivation, and a strong focus on customer service? Do you take pleasure in engaging with others? Are you eager to contribute positively by fostering enthusiasm, professionalism, and a welcoming environment in an office setting? We invite you to apply and become a part of our team. The Front Desk Coordinator will be supporting the Software Engineering Institute branch office by greeting all visitors to the Arlington, VA office and answering the main line into the facility. The Front Desk Coordinator will provide support for the SEI courses and service for the development of customer relationships and technology transition to the software engineering community in the Arlington office. The individual will help facilitate efficient/effective office and conference operations. This is a temporary-to-permanent position, with the opportunity for full-time employment based on performance and business needs.

Requirements

• Independence and Proactivity: You have excellent organizational, analytical, reasoning and problem-solving skills. You can work independently and can meet deadlines while balancing competing priorities. You display a willingness to assume responsibility and exercise good judgment.
• Organization and Leadership: You are confident in developing effective processes, practices, and infrastructure to successfully support people and projects. You are able to multi-task in a fast-paced, collaborative environment. You maintain accurate and detailed records.
• Team Interaction: You have exceptional oral, written, and interpersonal communication skills. You can interact effectively with both the SEI and CMU communities as well as external customers.
• Continuous Improvement: You are self-motivated, and you are always working to learn new skills. You naturally look for ways you can improve your work environment, even when that means challenging the status quo.
• Policies, Procedures, and Tools: You are familiar with or able to quickly learn SEI and CMU policies and procedures. You are proficient in all Microsoft Office products. You can produce presentation materials in various formats. You look for and implement ways to streamline procedures.
• Communication and Collaboration: You are an exceptional communicator and can interact collaboratively and diplomatically with customers and colleagues at all levels of experience and knowledge. You grasp the big picture, direction, and goals of an effort while having the natural ability to dig into the details on problems and provide support and direction.
• Dedication and Motivation: You can meet deadlines while multi-tasking–sometimes under pressure and with shifting priorities. You are self-motivated and can work independently as well as part of a team. You quickly learn new procedures, techniques, and approaches.
• Knowledge and Learning: You are a skilled and organized administrator, and you are eager to learn about the work that the Washington Operations team supports at the SEI.
• High school diploma with 3-5 years administrative experience
• You will be subject to a background check and must be eligible to work in the United States without Visa sponsorship.

Responsibilities

• Direct support to the Washington Operations Manager, staff and guests: You will be the first interaction to all guests and visitors to the Arlington office as the Front Desk Coordinator responsible for welcoming and assisting all individuals who enter our facility. You will be responsible for managing all processes for catering for internal meetings and any events held in the Arlington office. You will prepare and submit purchase requests, travel requests and expense reimbursements.
• Operational support for training activities for Transition Services and other various customers: You will manage logistical aspects of course delivery including printing registration materials, assembling and maintaining inventory of course materials and supplies, set up and tear down of training facility, provide certificates to course instructors for signature. Support the Registration Team Lead for coordinating attendance lists, participant substitutions, transfers and cancellations, and assisting in the communications with instructors and attendees.
• Establishing and nurturing Division relationships: You will build and maintain relationships with both Arlington and Pittsburgh based staff in the facilities, security and IT departments. You will act as a Washington Operations ambassador within the SEI and beyond by actively promoting the SEI’s mission, vision and values. You will work with internal and external stakeholders to plan meetings, customer visits, conferences, and workshops by arranging for facilities and support as needed.
• Cross training and back-up to other positions within the Arlington office: You will participate in shipping/receiving duties, entering work orders, setting up conference and training rooms and conducting daily walkthroughs of the space. You may also provide administrative support to Arlington office staff including the technical staff from other departments.

What This Job Offers

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