Senior Administrative Assistant - Manufacturing Futures Institute

The Manufacturing Futures Institute (MFI) at Carnegie Mellon University is conducting groundbreaking research in additive manufacturing, materials discovery, product design, artificial intelligence, robotics, machine learning, digital twin systems, policy, workforce training, and education are collectively driving the advancement of manufacturing innovation.

We are currently searching for a Senior Administrative Assistant to join the MFI team at Mill 19. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by providing a wide variety of administrative support functions for the institute, and such other tasks as assigned to you.

Core responsibilities include:

• Providing administrative assistance such as coordinating meeting logistics and resources, maintaining calendars, drafting correspondence, reports, and other documents for supervisor’s signature and/or approval.
• Providing extensive calendar management, which includes ensuring that the MFI leadership team is well prepared for upcoming on/off campus meetings by providing agendas, itineraries, slides, directions, and any prepared materials prior to these meetings.
• Working with the MFI leadership team to ensure action items from meetings and travel are handled in a timely fashion.
• Possessing the utmost of integrity in the discreet handling of confidential information.
• Being the "welcoming face" of MFI at Mill 19, greeting and supporting our many visitors, collaborators, program attendees, and ensuring that we are ready to receive them when they arrive.
• Managing office equipment and supply levels, managing room reservations, and meeting support, arranging departmental social events, responding directly to correspondence and inquiries
• Assisting with purchasing/accounting functions including budget management
• Acting as a liaison or contact person with other university departments and with outside organizations.
• Assisting in the research, preparation, and processing of information.
• Assisting with the workflow within the department. May oversee support staff or student workers through distribution of work and review of work progress.
• Providing training of newly hired staff and students and provides feedback on performance.
• Recognizing the opportunity for department operating improvements, recommends changes and participates in the implementation.
• Maintaining calendars to ensure time-critical issues such as annual performance reviews, performance management activities, group meetings, project reviews, etc. are identified and adhered to.
• Providing general office management by setting up and maintaining complex file systems, and supporting staff and budget related processes and work.
• Attending various meetings within the department. May serve on inter-departmental committees.
• Performs related work and special projects as assigned.

Flexibility, excellence, and passion are vital qualities within Carnegie Mellon. Inclusion, collaboration, and cultural sensitivity are valued competencies at CMU. Therefore, 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.

You should demonstrate:

• Proficient with Microsoft Office products (Word, Excel, etc)
• Capacity to successfully manage multiple tasks and projects simultaneously
• Self-motivated with a positive and professional approach
• Exceptional interpersonal skills paired with sound judgment
• Excellent verbal and written communication skills
• Strong organizational skills
• Flexibility, when needed, to address the occasional events that occur outside normal working hours

Qualifications:

• Associate’s degree required (Bachelor’s degree preferred)
• 10+ years of relevant work experience

Requirements:

• Successful background check

Joining the CMU team opens the door to an array of exceptional benefits available to eligible employees.

Those employees who are benefits eligible have the opportunity to experience the full spectrum of advantages from comprehensive medical, prescription, dental, and vision insurance to an enticing retirement savings program offering a generous employer contribution. You can also unlock your potential with tuition benefits and take well-deserved breaks with ample paid time off and observed holidays. Finally, rest easy knowing you are covered by life and accidental death and disability insurance.

Other perks include a free Pittsburgh Regional Transit bus pass, our Family Concierge Team to help navigate childcare needs, fitness center access, and so much more!

For a comprehensive overview of the benefits that may be awaiting you, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role and responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique skills and the diverse 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

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Full Time/Part time

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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