Coordinator of Client Services - Facilities Management & Campus Services (FMCS)

The Associate Vice President (AVP) for Facilities Management & Campus Services (FMCS) is seeking an Executive Assistant who is organized, self-motivated and enjoys a wide range of administrative tasks in a multi-faceted, dynamic environment. In this role, you will serve in a variety of functions supporting FMCS through interaction with students, staff, and others on campus.

The Executive Assistant will improve the overall efficiency of the AVP and contribute to the broader administrative needs of the executive leadership team. You will require a substantive understanding of the department’s mission and objectives, critical projects, and have significant knowledge of policies, procedures and the organization. With guidance from the AVP and the rest of the executive leadership team, you will be making decisions that assure the smooth operation of the department.

The Executive Assistant will:

• Manage the administration of the AVP by working collaboratively with individuals throughout campus serving as initial contact for the office and liaison with various campus stakeholders.
• Take lead responsibility for calendar management for the AVP and others on the executive leadership team requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings.
• Work closely and effectively with the AVP to keep well informed regarding upcoming commitments and responsibilities.
• Review and prioritize information and inquiries received for the consideration of the AVP and the executive leadership team, make high-level contacts from both inside and outside the organization, and address and answer inquiries.
• Provide general office management such as: creating and maintaining accurate filing systems with the highest regard for confidentiality and timely retrieval of documents; initiating and processing purchase orders for office equipment and supplies.
• Prepare agendas and meeting minutes and coordinate arrangements for meetings, conferences, workshops, etc. and arrange travel schedules and reservations.
• Engage in event planning, as well as meeting setup and implementation.
• Compile information for the timely preparation of reports and distribution to appropriate individuals within established timelines.
• Assist with answering phones, monitoring Fixit@cmu.edu, generating work orders.
• Support Director of Client Services with student-facing projects.
• Serve as the primary liason between FMCS and the Division of Student Affairs
• Assist with special projects, as needed.
• Other duties as assigned.

You must demonstrate

• Ability to communicate and interact with university at all levels, both in person and virtually, in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
• Excellent demonstration of verbal, interpersonal and written communication skills.
• Possess the utmost of integrity in the discreet handling of confidential information.
• Ability to multi-task, possess excellent time management skills and ability to meet deadlines.
• Ability to work in a fast-paced environment while displaying a high level of professionalism and confidentiality.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Demonstrates proficiency in core MS Office applications, including Word, Excel, PowerPoint, and Gmail.
• Displays sound judgment and knowledge of CMU and its policies and procedures to respond to questions, requests, or needs.
• Ability to manage complex logistics.

Qualifications:

• Associate’s degree is required. A bachelor’s degree is preferred.
• A minimum of 5-8 years of administrative support experience
• Experience supporting an Executive level leader is preferred
• Experience providing administrative support for an operations unit is preferred

Requirements:

• Successful background check
• Pre-employment drug and alcohol screen

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 .

Location

Pittsburgh, PA

Job Function

Executive Administrative Support

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information:

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