Senior Administrative Assistant – Neuroscience Institute

Pittsburgh, PA         ·         Full time

Locations: Pittsburgh, PA
Time type: Full time
Job requisition id:2019112

Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions. With groundbreaking 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!

The Neuroscience Institute (NI) was launched in 2018 to bring together faculty and students from across the University to conduct multi-disciplinary work to advance the state of brain science. The Institute is searching for a Senior Administrative Assistant to provide professional support to the Director. This position serves as liaison between the Director and Carnegie Mellon leadership in both academic and administrative units and serves as liaison between the Director and other universities, the media, the general public, particularly with the affiliated University of Pittsburgh departments. This position leads and directs the administrative functions of the NI in conjunction with the Financial Manager, and directs the administrative processes for faculty hiring, promotion and tenure. This position envisions, coordinates and advises NI events for department and external participants.

Your core responsibilities will include:

Administrative Support of Director of Neuroscience Institute (NI)

• Responsible for performing confidential administrative duties for the director of the Neuroscience Institute (NI) by often serving as the first internal and external point of contact and liaison between the director and other Carnegie Mellon departments
• Oversees scheduling of the Director’s complex calendar
• Monitors director’s daily calendar and prompts activity with reminders, troubleshooting for time conflicts
• Assists Director with program and other duties as assigned. 

Event Management

• Works with Director to develop new events and special programs to expand the impact and further the mission of the Neuroscience Institute
• Serves as primary overseer of all NI event planning, currently including
  • Workshops
  • Departmental seminars and speaker series
  • Departmental events and parties
  • Carnegie Prize lecture and events
  • Faculty meetings
  • Group meetings
  • Webinars, including online outreach events
  • All other events
  • CNBC events, coordinated with the CNBC co-directors at CMU and Pitt and CNBC staff
• Works with the Director, faculty, and staff organizers to identify issues and needs to ensure customer satisfaction
• Establishes budgets for events, coordinating with the Financial Manager, Executive Director and Director
• Handles all logistical, fiscal, and physical aspects of events. This includes negotiating contracts, identifying and securing appropriate physical facilities, handling schedules of participants and event organizers, advertising and publicizing event, leading facility set-up, securing and organizing hotel or other accommodations for participants, resolving and coordinating all catering needs, handling correspondence with participants, making travel arrangements for participants, obtaining equipment and personnel, scheduling and managing other staff involved in event activities, and handling any other logistical needs
• Assists communication team in developing publicity materials
• Proactively handles any arising issues and troubleshoots any emerging problems, both during planning and on event day.

NI General Administrative Leadership

• Troubleshoots problems, questions and situations within the scope of the role.   Assists faculty and researchers.  Answers all routine questions or corrects minor problems.
• Identifies priorities for administrative functions and brings new or pending issues to the attention of leadership. Recognizes the opportunity for process improvement determines needs/problems and recommends solutions for departmental projects or specific departmental functions, policy and procedures, and participates in departmental change management
• Provides information and a broad range of administrative support and advice to NI administration on current university polices and administrative procedures
• For special projects: coordinates how and who does what, leads all aspects of preparation of documents including proposals and reports, determines needs/problems and recommends solutions for departmental projects or specific departmental functions
• Gathers and organizes information for various administrative reports such as the annual departmental faculty reviews, promotion and tenure casebooks, and periodic advisory board meetings
• Assists Financial Manager in administrative oversight of office and acts on the Financial Manager’s behalf in their absence
• Assists with the hiring and training of new staff employees

Faculty Hiring, Promotion and Tenure

• Coordinates Faculty Recruitment, preparing and placing advertisements for faculty positions, receiving and organizing application materials via Interfolio platform, covering every detail of the recruitment process
• Coordinates Promotion & Tenure faculty cases by collecting and organizing materials for review at the department and college level. 

Other Duties

• Serves on inter-departmental committees
• Handles interactions with facilities management, design and construction, outside contractors, etc., including submitting work requests, arranging for maintenance
• Makes purchases for the office of necessary supplies and equipment, performs P-card reconciliation, submits purchase orders, and handles expense reimbursements for Director, faculty, postdocs, students, and visitors
• Proofreads materials generated by NI administrators, faculty, and peers

Flexibility, excellence, and passion are vital qualities within the Neuroscience Institute.  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 varied 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 should demonstrate:

• Ability to work well with others and/or as part of a team
• Ability to work with sensitive information, maintain strict confidentiality and use discretion
• Ability to pay close attention to detail, and keep and maintain accurate and detailed reports and records
• Ability to think critically, analyzing situations to make independent, informed decisions
• Strong verbal and written communication skills

Qualifications:

• High school diploma or GED required, Associates degree preferred
• At least five (5) years administrative support experience, or office management experience. 
• Prior experience in higher education is helpful
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered

Requirements:

• Successful background check

Are you interested in this exciting opportunity? Apply today!

CMU’s COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Staff and faculty must comply with all applicable COVID-19 mitigation requirements. Please see Minimum Requirements to Return to Campus for details regarding the university’s current COVID-19 mitigation requirements.

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

Please click here to apply.