Administrative Assistant II - School of Computer Science - HCII

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! The Human-Computer Interaction Institute (HCII) is a living laboratory where we investigate the relationship between computer technology, human activity, and society. Founded in 1993, the HCII is a place where we work to understand and create technology that harmonizes with and improves human capabilities, goals, and social environments through interdisciplinary research and education in design, computer science, and behavioral and social sciences. We research how people work, play, and communicate within groups, organizations, and social structures, then we design, create, and evaluate technologies and tools to support human and social activities. HCII is seeking an Administrative Assistant II to join the team! This role will provide administrative support assisting with the workflow within the department. This is an exciting opportunity for someone who thrives in a fast-paced and challenging environment. Core Responsibilities Calendar Management : Maintain individual faculty calendars or other project-related calendars. Schedule with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, zoom, etc.) are available. Transactional Accounting: Handles expense reimbursements for faculty team travel and general business activity. Procures goods and services (with guidance from campus procurement support), arranges payments using a purchasing card (PCard), special service payments, contracts, purchase orders, arranging wire transfers, and other means. PCard verifications. Ensure purchases and expenses are properly charged in adherence to sponsored project and other internal budgets. Event Management: Plans and coordinates events such as seminars, workshops, conferences for both on- and off- campus locations. Includes coordinating travel, transportation, meals, registration, etc. Plans, prepares, and distributes itineraries or meeting agendas; ensures meeting materials are produced and available. Produces reports, posters, and other documents as is needed. Administrative Support: Arranges domestic/international travel for faculty, visitors, and faculty team trips. General administrative support such as maintaining office space and supplies, copying materials, hanging posters, etc. Set up Zoom meetings. Program Support: Schedule program related meetings, functioning as a resource and providing information, and services to prospective and current students, assist with data collection in support of recruitment and admissions, curricular programs, student academic progress, and alumni engagement coordinate syllabi and incoming student transcripts, syllabus repository, assisting in the development of final exam schedules, maintain program calendars, and request/schedule rooms for program courses and events. (orientation, academic progress reviews, capstone presentations, industry speakers, program information sessions, commencement etc). Technical Skills: Creates and manages file systems using online storage systems such as Box and Google Drive. Updates website content. Use of university and department-specific software systems and databases to accomplish required tasks which may include Microsoft Office, Google Apps, Oracle, Canvas, S3, Adobe Creative Suite, etc. Must be willing to learn new software. Performs other related duties and special projects as assigned. Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in sea…

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