Program Coordinator – Neuroscience Institute

Administrative Support and Coordination           ·          Pittsburgh, PA       ·           Full time

Program Coordinator – Neuroscience Institute

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Locations: Pittsburgh, PA

Time type: Full time

Posted on: August 2, 2023

Job requisition id: 2020352

The Center for the Neural Basis of Cognition (CNBC) is a joint enterprise between Carnegie Mellon University (CMU) and University of Pittsburgh (Pitt). We are the world’s most exciting and neighborly playground for pioneering research and training in the neural basis of cognition. The mission of the CNBC is to support world-class research, to train the next generation leaders, to energize the research community and to expand outward through local partnerships.

We are seeking a motivated self-learner who can work independently with a willingness to actively learn on the job. The position will require that the candidate balance short-term tasks with long-term planning and goal-setting. This will require multitasking across simultaneous goals, working independently, proactively anticipating problems and seeking feedback, and taking ownership to ensure successful goal completion. Attention to detail, excellent communication skills, and fluency in managing digital information will be key. Prior administrative experience in a research or higher education environment is preferred but not necessary.

The Center for the Neural Basis of Cognition (CNBC) Program Coordinator provides primary administrative support for all CNBC activities. The successful candidate will be responsible for assisting with the development and execution of new initiatives; assisting with external and internal communication about the CNBC through various channels; planning and organizing special events; managing day-to-day fiscal and administrative operations; onboarding new members and coordinating administrative aspects of graduate student, post-doctoral, and faculty membership; determining and implementing cross-campus procedures and policies; coordinating and participating in multiple committee meetings, and providing assistance to the center co-director(s), as needed.

Your core responsibilities will include:

• New initiatives: Work with the Co-Directors and CNBC members to develop new research, educational, and outreach initiatives. Prepare announcement and application materials; contribute to selection of projects; assist with project coordination and communication; track project fiscal expenditures. Requires an individual with strong organizational and multi-tasking skills. Requires an ability to form and maintain new partnerships and to trouble-shoot differences in policies and procedures across different working environments.
• Communication: Work with the Co-Directors, CNBC members, and staff in other units to maintain strong lines of internal and external communication about the CNBC, its membership, and its events.  Duties will include maintaining email distribution lists, updating content on the CNBC website and an internal intranet, posting and monitoring content posted on Slack and via email, and overseeing the CNBC calendar of events. Must be able to learn new digital communication and management skills. Must be detail oriented to ensure accuracy of content.
• Event Planning: Coordinate with affiliated departments’ academic events. Develop schedules, manage arrangements/reservations, and maintain clear and accurate databases and accounting records including reimbursements. Related duties as required. Requires forethought, excellent organizational skills, attention to detail, planning ability and negotiating skills. Requires flexibility and the willingness to provide assistance whenever necessary. Requires learning guidelines and regulations applicable at University of Pittsburgh and Carnegie Mellon University to apply accordingly.
• Budget Management: Asssist with preparation of center budgets; prepare documentation, authorize and approve purchase requisitions and reimbursements; review and approve member requests for expense reimbursement. Requires an individual who is willing and able to be flexible and diplomatic. Must be able to take on new duties as they develop. Must be detail oriented and able to work confidently and carefully with accounts.
• Membership Coordinator: Contribute to the recruiting of prospective graduate student, postdoc, and faculty members. Process membership applications and oversee the onboarding of new members. Maintain membership rosters and information about member engagement and status changes. Must be able to accurately track implementation of the policies and procedures governing CNBC graduate certificate study. Monitor graduate student progress, including review of records for appropriate credits and track completion of milestones and other requirements. Maintain strong communication with student and post-doctoral members of the Trainee Leadership Council and provide administrative assistance for trainee-led initiatives. Must establish a professional relationship with other department and program staff on campus and at University of Pittsburgh.
• CNBC Executive Coordination: in conjunction with Center Co-directors, plan, schedule, and participate in numerous meetings, prepare materials for distribution, follow-up to ensure that faculty meet deadlines and complete tasks assigned to them. Must be proactive in documenting meeting minutes, determining actionable tasks, and communicating with Co-directors regarding progress and challenges.

The position requires interfacing with CNBC constituents that span faculty, staff and students across both Pitt and CMU. The ideal candidate will establish collegial working relationships across the distinct institutional cultures of Pitt and CMU. 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:

• Strong verbal and written communication skills
• Strong management, organizational and multi-tasking skills
• Fluency with Microsoft Office (and/or Google equivalents) and ability to learn advanced features
• Ability to acquire proficiency with a range of administrative software
• Ability to work independently and learn new skills
• Ability to work in a cooperative environment
• Ability to interact with diverse constituents diplomatically
• Strong problem solving and reasoning skills

Qualifications:

• Associates degree required, Bachelor’s degree preferred
• At least 2 years of administrative support experience, ideally within higher education
• Or a combination of education and relevant experience from which comparable knowledge

Requirements:

• Successful background check

Are you interested in this exciting opportunity?! 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

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