Administrative Assistant II - Robotics Institute

The Robotics Institute is searching for an energetic and customer-oriented individual who will be responsible for providing administrative assistance for specific Robotics Institute faculty members and their associated teams and projects as well as for other departmental support functions. The position requires in-depth knowledge and understanding of university and institute practices, policies, and procedures. The position is responsible for procurement, arranging travel and agendas, preparing expense reports, assembling data and financial reports, coordinating arrangements for meetings, conferences, workshops, and special events, monitoring project expenditures, producing and assembling various transaction forms, reports, and summaries.

Job Functions

50% Prepares expense reimbursements, procurement transactions, reconciliations, purchase orders, human subject payments, and other transaction forms. Monitors faculty budgets and web reports and expenditures. May assist with project budgeting, forecasting, and proposal submission. Collects and organizes data and compiles information for various reports as well as produces and assembles these reports. Produces, composes, proofreads, or edits correspondence, proposals, minutes and other materials. Maintains and schedules appointment calendars for both faculty and conference room resources. Arrange meetings, agendas, travel, and special events. Has access to and handles confidential materials, such as recommendation letters. Submits Web Hire request forms and assists with questions regarding additional required paperwork and related logistical issues. Performs general office support responsibilities, such as reviewing, sorting, and distributing incoming mail or email; operating equipment such as copiers, printers, scanner, fax machines. Sets up and maintain online filing systems or databases. Frequently arranges for meals or snacks to be delivered for breakfast, lunch or dinner meetings. Will co-assist with department front desk functions such as maintaining kitchens, supplies and coffee machines.

45% Serves as initial contact and liaison, providing information coordination via phone, email or in person for funding agencies or other outside associations. Provides general information regarding research and non- research contracts. Acts as primary support staff and liaison between faculty and university offices, other faculty members, staff, students, other institutions, the general public, etc. Frequently has contact with individuals at other institutions, in the business community, etc. Provides students, faculty, staff, or the public with information regarding services, policies and procedures of the faculty lab area and department. Attends departmental and faculty related project meetings as required. Serves on department committees and works on special projects as assigned by supervisor or faculty member. Special projects may include project website maintenance, grading assignments, departmental team building meetings and activities, etc. May assist with hiring and training of peer staff.

5% Coordinates workshops, conferences, and laboratory demonstrations including proceedings, preparations, room scheduling, and organizing appropriate services needed.

Preferred Qualifications

• High School or GED
• 5-8 Years of Administrative Support Experience
• 5-8 Years of Data Entry Experience
• 5-8 Years of Office Management Experience
• 5-8 Years Word Processing Experience
• Effective Interpersonal Skills
• Effective Organizational Planning Skills
• Effective Oral and Written Communication Skills

Are you interested in this exciting opportunity?! Apply today!

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!

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information

• Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world.
• Click here to view a listing of employee benefits
• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
• Statement of Assurance