Senior Administrative and Operations Assistant - College of Engineering - Department of Chemical Engineering

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

Since its inception in 1905, the Carnegie Mellon Department of Chemical Engineering has been on the leading edge of research and innovation in chemical engineering. Today, this is more true than ever. With research thrusts across fields such as health and medicine, biofuels, air quality and more, CMU chemical engineering students are paving the way to healthier, cleaner, more efficient future for all.

The Department of Chemical Engineering is seeking a driven Senior Administrative and Operations Assistant to serve as a strategic partner to Department Leadership and a key facilitator of departmental personnel operations. We are looking for a proactive professional who can seamlessly pivot between managing complex executive priorities and overseeing critical HR functions. The ideal candidate anticipates needs, handles sensitive information with high discretion, and possesses the interpersonal finesse and operational acuity to support a diverse academic community.

Core Responsibilities:

• Executive Support:
  • Calendar Management: Proactively manage complex, high-volume calendars for Department Leadership; prioritize shifting demands and resolve scheduling conflicts to maximize executive impact.
  • Travel & Logistics: Coordinate domestic and international travel, including transportation, lodging, and detailed itineraries for leadership and visiting guests.
  • Meeting Coordination: Organize meetings and departmental events, including agenda development, catering, and formal minute-taking.
  • Financial Administration: Process personal expense reimbursements and manage procurement card reconciliations for the Department Head and Associate Department head.
  • General Support: Assist leadership with document preparation, internal/external communications, and specialized administrative projects.
  • Ad Hoc: Perform other related administrative duties as assigned to support the department’s mission.

• HR Functions:
  • Student Employment: Manage hiring and ongoing employment actions for student roles,
    including graders, teaching assistants, and course assistants; review and approve time
    submissions and monitor total hours worked.
  • Research Personnel Support: Assist faculty with hiring processes for postdoctoral
    scholars, research assistants, and other laboratory staff; coordinate required
    documentation and ensure smooth onboarding.
  • Visa & Visitor Coordination: Facilitate visa arrangements for faculty, staff, and research
    personnel; oversee the administrative process for paid and unpaid visitors, ensuring
    adherence to university and federal requirements.

• Academic Administration:
  • Faculty Actions: Support the Reappointment, Promotion, and Tenure (RP&T) process using the Interfolio system, ensuring all documentation is accurate and deadlines are met.
  • Appointment Management: Maintain records for faculty committee assignments, as well as courtesy and adjunct appointments.
  • Recruitment: Manage faculty job postings in Interfolio; organize application materials, coordinate multi-stage interview schedules, and facilitate search committee meetings

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can 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.

Qualifications:

• Associate's degree preferred
• 5-8 years of experience in administrative support role(s) preferred
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

You should demonstrate:

• Excellent oral and written communication skills
• Planning and organization skills
• Ability to manage time well while working on multiple concurrent tasks

Requirements:

• Successful Background Check

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: