Senior Administrative Assistant - Neuroscience Institute - Dietrich College
- Employer
- Carnegie Mellon University
- Location
- Pittsburgh, Pennsylvania, United States
- Salary
- Competitive Salary
- Date posted
- Jan 3, 2025
View more categoriesView less categories
- Position Type
- Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Alumni Affairs, Conference & Special Event Administration
- Employment Level
- Mid-Level
- Employment Type
- Full Time
Job Details
Carnegie Mellon University is a private, global research university that challenges the curious and hardworking to deliver work that matters. Our extraordinary institution has distinctive areas of excellence and a culture marked by ambition and a deep, practical engagement with challenges facing society. We continue to produce talented alumni and draw faculty and staff eager to be a part of the university’s creative, dedicated and close-knit community. We place emphasis on practical problem solving, interdisciplinary learning, a transformative spirit, and collaboration.
The Neuroscience Institute (NI)at Carnegie Mellon University was launched to bring together faculty and staff from across the University to conduct multi-disciplinary work to advance the state of brain science.
We are seeking a senior administrative assistant to provide professional support to the Director of the NI. This role will also help lead event management for the team.
Core Responsibilities Include:
- Responsible for performing confidential administrative duties for the director of the Neuroscience Institute (NI) by often serving as the first internal and external point of contact and liaison between the director and other Carnegie Mellon departments, including Department Heads, Dietrich College and Mellon College of Science Deans, Provost's Office and President's Office, University Advancement, students and staff, as well and other universities, the media, and the general public providing information and coordination.
- Oversees scheduling of the Director’s complex calendar to ensure time critical issues, such as provisional and annual performance reviews, group meetings, project reviews, etc., are identified and adhered to. Monitors director’s daily calendar and prompts activity with reminders, troubleshooting for time conflicts.
- Assists Director with program and other duties as assigned. Anticipates the director’s needs before they are expressed.
Event Management
- Works with Director and Executive Director to develop new events and special programs to expand the impact and further the mission of the Neuroscience Institute.
- Serves as primary overseer of all NI event planning, currently including
- Workshops, Departmental seminars and speaker series, Departmental events and parties, Carnegie Prize lecture and events, Faculty meetings, Group meetings, Webinars, including online outreach events, All other events.
- Collaborates with the Director, Executive Director, faculty, and staff organizers to identify issues and needs for efficient support.
- Establishes budgets for events, coordinating with the Business Manager, Executive Director, and Director.
- Handles all logistical, fiscal, and physical aspects of events. This includes negotiating contracts, identifying and securing appropriate physical facilities, handling schedules of participants and event organizers, advertising and publicizing event, leading facility set-up, securing and organizing hotel or other accommodations for participants, resolving and coordinating all catering needs, handling correspondence with participants, making travel arrangements for participants, obtaining equipment and personnel, scheduling and leading other staff involved in event activities, and handling any other logistical needs.
- Assists communication team in developing publicity materials.
- Proactively handles any arising issues and troubleshoots any emerging problems, both during planning and on event day.
Faculty Hiring, Promotion and Tenure
- Coordinates Faculty Recruitment, preparing and placing advertisements for faculty positions, receiving and prioritizing application materials via Interfolio platform, covering every detail of the recruitment process, from confidential letters of recommendation to providing information to committees for review. Contacts and provides arrangements for selected candidates to visit the department, coordinating travel, schedule, and talks. Serves as the contact person for applicants who may have questions about the position.
- Coordinates Promotion & Tenure faculty cases by collecting and coordinating materials for review at the department and college level. Has access to and works with all confidential files including voting faculty ballots, promotion letters written by the head, and confidential information surrounding outside authorities and students.
Qualifications
- Three years of administrative support experience.
- Strong experience in handling documents, coordinating office processes and providing high level clerical support.
- Experience with event planning and event management is helpful.
- A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.
- Successful background investigation may be required.
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
Pittsburgh, PA
Job Function
Administrative Support and Coordination
Position Type
Staff – Regular
Full Time/Part time
Full time
Pay Basis
Hourly
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
Company
Carnegie Mellon University challenges the curious and passionate to imagine and deliver work that matters.
A private, global research university, Carnegie Mellon stands among the world's most renowned educational institutions, and sets its own course.
Carnegie Mellon was founded in 1900 by Andrew Carnegie under the premise that a school established to foster and develop the technical skills of its students would soon produce students and graduates whose work would astound Pittsburgh and the world. Over 120 years later, our institution continues to produce talented alumni and draws faculty and staff eager to be a part of the university's creative, passionate and close-knit community. We place emphasis on practical problem solving, interdisciplinary learning, an entrepreneurial spirit, and collaboration.
Over the past 10 years, more than 400 startups linked to CMU have raised more than $7 billion in follow-on funding. Those investment numbers are especially high because of the sheer size of Pittsburgh’s growing autonomous vehicles cluster – including Uber, Aurora, Waymo and Motional – all of which are here because of their strong ties to CMU.
With cutting-edge brain science, path-breaking performances, innovative startups, driverless cars, big data, big ambitions, Nobel and Turing prizes, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we create it.
Pittsburgh is home to over 86,000 students from 10 colleges and universities. Pittsburgh was ranked as one of the top U.S. cities for millennials.
Some 177,000 people work in Pittsburgh's tech-related industries, and their ranks continue to grow as the city tops lists for jobs. Networking opportunities, small business accelerators, and an innovative community make the city appealing to entrepreneurs, especially recent graduates.
Pittsburgh is emerging as a tech and culture hub that The Washington Post praises for its "world-class art museums and colorful neighborhoods."
Robotics and software engineering lead the way. The city is home to Google, Uber and Apple offices and a budding ecosystem of tech startups including Duolingo, Modcloth and 4Moms, all of which have CMU roots.
Many seek Pittsburgh for being a hot spot for entrepreneurship and a model for future cities. Others come for the city's burgeoning food scene.
You’ll find CMU locations nationwide — and worldwide. Silicon Valley. Qatar. Africa. Washington, D.C. To name a few.
If your heart is in your work, come work with us.
Carnegie Mellon University isn't just one of the world’s most renowned educational institutions — it’s also a hotspot for some of the most talented doers, dreamers and difference-makers on the planet. When you join our staff, you’ll become an important part of our mission to create a healthier, safer and more just life for all. No matter what your role or location, you’ll connect and collaborate with dedicated, passionate colleagues — and you’ll have the satisfaction of delivering work that truly matters.
Carnegie Mellon University offers a wide range of competitive employee benefits to help you live well. Benefit eligibility varies based on the hours per week employees are scheduled to work and the employee's geographic location
We seek to cultivate diverse populations and perspectives and promote equity and inclusion. Our devotion to these ideals springs from a core belief in the power of education to be a transformative and enriching force for every person, irrespective of their background, identity or life circumstances.
Inclusion and belonging are intricately interwoven into the very essence of our university, helping to shape our values, policies and practices. Diversity, equity, inclusion and belonging are not only central to our ethos but also indispensable to our pursuit of academic excellence and innovation.
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