Administrative Assistant - College of Engineering - Department of Mechanical 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!

Innovation. Interdisciplinary collaboration. Complex problem solving. In Carnegie Mellon University's Department of Mechanical Engineering, faculty members, researchers, and students are revolutionizing focus areas in advanced manufacturing, bioengineering, computational engineering, energy and the environment, product design, and robotics. In addition, they are using their expertise in interdisciplinary research centers across the university.

Carnegie Mellon University's Department of Mechanical Engineering is searching for an Administrative Assistant to join their team. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by providing vital, general administrative support for Mechanical Engineering faculty, staff, and students while ensuring proficient customer service to all Mechanical Engineering guests.

This is a highly visible role for the Mechanical Engineering main office. You should have excellent

interpersonal skills and can perform general office and clerical work, including preparing reports,

assisting with workflow in the department; update and performing related duties as assigned.

Responsibilities:

* Maintains department calendar to ensure that time-critical issues such as group meetings, project reviews, etc. are identified and adhered to

* Produces, assembles, and maintains reports and summaries. Frequently required to respond directly to inquiries and requests regarding this information

* Greets all visitors in person, via email, and by phone

* Provides administrative and /or clerical assistance. Prepares and proofs materials from rough drafts. Serves as initial contact and liaison, providing information/coordination via phone or in person for the department/program

* Provides general office management: setting up and maintaining filing systems, initiating and processing purchases for office equipment and supplies, paying bills, etc.

* Schedules meetings, conferences, or travel arrangements; prepares itineraries or meeting

* Other duties as assigned.

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.

Job Functions:

* Serves as initial contact and liaison, providing information/coordination via phone, email or in person for the department/program.

* Grants card access for departmental spaces.

* Stocks copiers with paper and supplies.

* Purchases and restocks kitchen/office supplies for the department.

* Maintain kitchen cleanliness; wipe down counters, clean the sink, and empty the fridge of leftover food weekly.

* Keeps inventory of kitchen and office supplies for the department.

* Maintains coffee machines in the PhD suites and staff/faculty kitchen. Places orders for restocking of coffee supplies through Aramark.

* Provides administrative and logistical support for student groups and events.

* Prepares and maintains records to track items such as keys, copier/printer usage, staff directories, etc.

* Produces, assembles, and maintains reports and summaries. Frequently required to respond directly to inquiries and requests regarding this information.

* Provides general office management: setting up and maintaining filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc. Maintains key

* inventory for faculty and staff.

* Provides technical support for conference rooms, manages conference room calendars, and handles room requests.

* Provides technical support for printer setup and maintains updated instructions on connecting to department printers.

* Provides support for swipe access to conference rooms, suites, and shared spaces.

* Works with the facilities coordinator of buildings to enter work orders for custodial and maintenance requests.

* Assists the academic team with thesis binding, PhD defense posters, and printing/ mailing.

* Provides support for a cluster of faculty and their lab groups, including but not limited to: processing travel and expense reimbursements; making travel arrangements; providing conference registration assistance; providing assistance paying membership dues for professional organizations; organizing lab meetings; organizing catering; setting up Zoom meetings; serving as their…