Senior Administrative Coordinator, Biological Sciences - Mellon College of Science-2014108
The Mellon College of Science (MCS) is home to four departments and many programs and research centers that cross disciplines. We approach scientific problems from fresh angles using creative interdisciplinary approaches while drawing on our departmental strengths in the core sciences. MCS faculty members are nationally and internationally recognized for their research in a variety of fields, including polymer science, cosmology, mathematical finance and neuroscience.
The Department of Biological Sciences is seeking a Senior Administrative Coordinator who will be responsible for providing administrative support for the graduate student programs, serve as assistant to the Department Head, and provide clerical support for department faculty.
Core responsibilities will include:
Department Head Support:
Provide support for faculty recruiting, promotion/reappointment cases, faculty meetings, and Annual Report.
Coordinates the department seminar program including speaker travel, schedules, room arrangements, advertisements, and reimbursements.
Coordinates department head meetings, schedules appointments, updating faculty information files/arranging faculty meetings.
Assists Department Head with faculty recruiting in similar ways as the seminar program, posting flyers, making arrangements.
Coordinates faculty recruiting visits for transportation/lodging/scheduling with faculty/dinner reservations.
Provides daily office support including greeting and directing visitors, managing office equipment and supplies, calendaring events, making room reservations and other related duties as well as assisting with arranging departmental social events.
Graduate Student Programs Support:
Coordinates all major departmental events including graduate student recruiting events, graduate student orientation, career development programs, holiday events, commencement activities, first-year student rotation talks, PHD graduate student thesis defense, and receptions. This includes developing timelines and project plans, determines the vendors and negotiates contracts. Conducts post assessment of event effectiveness and implements improvements for future events.
Coordinates all event needs to include location, facility set-up, catering equipment, hotel, general travel arrangements and related logistics such as swag, name tags. Manage conflicts and resolves problems.
Processes travel and expense reimbursements for graduate students: review submitted receipts for compliance with the University's Business and Travel Policy; perform accurate data entry into Oracle; be able to resolve disputes, seek answers to questions on policy, and provide requested audit information.
Administrative Faculty Support:
Works with individual faculty members on faculty programs, workshops, annual departmental retreat and conferences; including travel, housing, and meals for visitors, space consideration for programs, coordination with University Tech and Conferences Services. Be the point of contact for these events.
Plans and facilitates meetings with various graduate student/faculty committees.
Assist with processing faculty travel and business reimbursements as needed.
Flexibility, excellence, and passion are vital qualities within MCS. 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:
A collegial, positive and hands-on approach to work.
Effective written and oral communication skills.
Ability to interact clearly, succinctly and persuasively with a broad spectrum of constituents.
Exceptional analytical and problem-solving skills.
Aptitude for big picture, coupled with a high degree of accuracy and attention to detail.
The highest level of integrity and discretion as you may have access to confidential information.
Associates or Bachelor's degree preferred.
3-5 years of administrative experience required; experience in a university setting highly preferred.
Please visit " Why Carnegie Mellon " to learn more about becoming part of an institution inspiring innovations that change the world.
Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
Department URL: https://www.cmu.edu/bio
Job Function: Office / Administrative Support
Primary Location: United States-Pennsylvania-Pittsburgh
Time Type: Full Time
Organization: BIOLOGICAL SCIENCES
Minimum Education Level: High School/GED
Preferred Education Level: Associate's Degree or equivalent
Budgeted Base Pay: negotiable
Internal Number: 2014108
About Carnegie Mellon University
Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.