Carnegie Mellon University's department of Mechanical Engineering is searching for an Assistant to Department Head. This is a wonderful opportunity for someone who thrives in an exciting and challenging work environment. You will contribute to the department by providing crucial support by providing advanced administrative support for the business manager, director or department head, faculty, staff and students.

Core responsibilities will include:

• Provides administrative assistance to the department head or director of finance and operations, such as coordinating meetings, seminars and conferences, maintaining calendar, drafting correspondence, reports, newsletters and other documents, processing mail, reserving rooms and arranging for catering and equipment;

• Acting as senior level administrative coordinator, is responsible for departmental workloads and paper flow, supervises work priorities and may distribute work to staff and assists with the training of new staff;

• Maintains records of invoices, purchase orders, requisitions, etc;

• Assists with monitoring department expenditures and budget, places purchase orders and approves invoices for payment;

• Collects and coordinates data for various reports as well as produces and assembles these reports;

• Coordinates and completes special projects as assigned;

• May perform administrative tasks requiring advanced knowledge and digital literacy;

• Responsible for compiling and submitting the departmental report for internal proposal administration;

• Assists with Visa/Visitor process for international visitors, faculty hires, interns etc;

• Provides in depth information to faculty, staff, students, outside associates and the general public concerning department and/or university policies and procedures.

Faculty Functions to include:

• Responsible for reappointment, promotion and tenure cycle

• Communicates deadlines and reminders, prioritize, and prepare packets for submission, request letters of reference;

• Coordinate dates for faculty meetings, take faculty meeting minutes, assists faculty with meeting technology and assistance as needed

• Document faculty assignments

• Faculty Leave of Absence Process

• Faculty event planning (holiday party and retreats)

You should demonstrate:

Excellent organizational, planning, problem-solving and reasoning skills

Excellent interpersonal, verbal and written communication skills

Adaptability, excellence, and passion are vital qualities within CMU. Inclusion, collaboration and cultural sensitivity are valued proficiencies at CMU. Therefore, we are in search of a team member who is able to optimally 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:

• High school diploma/GED required; Associate's degree preferred

• At least three years of administrative support experience; executive administrative support experience preferred

• Higher education experience preferred

Requirements:

• Successful Background check

Are you interested in this opportunity? Apply today!

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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.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus .

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