Administrative Assistant II- Robotics Institute

The Robotics Institute is searching for an energetic and customer-oriented individual who will be responsible for providing administrative assistance for specific Robotics Institute faculty members and their associated teams and projects as well as for other departmental support functions. The position requires in-depth knowledge and understanding of university and institute practices, policies, and procedures. The position is responsible for procurement, arranging travel and agendas, preparing expense reports, assembling data and financial reports, coordinating arrangements for meetings, conferences, workshops, and special events, monitoring project expenditures, producing and assembling various transaction forms, reports, and summaries.

Job Functions :

50% Prepares expense reimbursements, procurement transactions, reconciliations, purchase orders, human subject payments, and other transaction forms. Monitors faculty budgets and web reports and expenditures. Assists with project budgeting, forecasting, and proposal submission. Collects and organizes data and compiles information for various reports as well as produces and assembles these reports. Produces, composes, proofreads, or edits correspondence, proposals, minutes and other materials. Maintains and schedules appointment calendars for both faculty and conference room resources. Arranges meetings, agendas, travel, and special events. Has access to and handles confidential materials, such as recommendation letters. Submits Web Hire request forms and assists with questions regarding additional required paperwork and related logistical issues. Performs general office support responsibilities, such as reviewing, sorting, and distributing incoming mail or email; operating equipment such as copiers, printers, scanner, fax machines. Sets up and maintains filing systems or databases. Frequently arranges for meals or snacks to be delivered for breakfast, lunch or dinner meetings.

40% Serves as initial contact and liaison, providing information coordination via phone or in person for funding agencies or other outside associations. Provides general information regarding research and non-research contracts. Acts as primary support staff and liaison between faculty and university offices, other faculty members, staff, students, other institutions, the general public, etc. Frequently has contact with individuals at other institutions, in the business community, etc. Provides students, faculty, staff, or the public with information regarding services, policies and procedures of the faculty lab area and department. Attends departmental and faculty project meetings as required. Serves on department committees and works on special projects as assigned by supervisor or faculty member. Special projects may include project website maintenance, grading assignments, departmental team building meetings and activities, etc.

10% Coordinates workshops, conferences, and laboratory demonstrations including proceedings, preparations, room scheduling, and organizing appropriate services needed. Serves on department committees and works on special projects as assigned by supervisor or faculty member. Examples may include project website maintenance, grading assignments, departmental team building meetings and activities, etc. May assist with hiring and training of peer staff.

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.) Staff and faculty must comply with all applicable COVID-19 mitigation requirements. Please see Minimum Requirements to Return to Campus for details regarding the university’s current COVID-19 mitigation requirements.

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information:

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