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Title

Administrative Assistant - 2013174 

EOE StatementCarnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
 
Description

What we do:

The SEI helps advance software engineering principles and practices and serves as a national resource in software engineering, computer security, and process improvement. The SEI works closely with defense and government organizations, industry, and academia to continually improve software-intensive systems. Our core purpose is to help organizations improve software engineering capabilities and develop or acquire the right software, defect free, within budget and on time, every time.

Position Summary:

Responsible for providing a wide variety of administrative assistance and support to the SEI Emerging Technology Center (SEI ETC). This position will organize and expedite workflow and information, including: scheduling and arranging meetings; making travel arrangements; generating and submitting travel reimbursements and expense reimbursements; handling confidential matters; generating correspondence, reports and presentations; and interpreting and implementing SEI/CMU policies and procedures. This position will also perform research to respond to requests and summarizes findings; manage SEI ETC internal processes (e.g., customer portfolio reviews, project reviews, staff reviews, financial reviews, reporting, communications management); will be responsible for timely entering of team effort reports each month; performs related duties and projects as assigned.

Requirements:

High School diploma or equivalent combination of training and experience.

Experience: Up to four years (4) years of administrative experience.

Willingness to travel to various locations to support the SEI's overall mission. This includes within the SEI and CMU community, sponsor sites, conferences, and offsite meetings on occasion.

You will be subject to a background check and and maintain a Department of Defense security clearance.

Knowledge/Skills/Abilities:

Strong organizational, analytical, reasoning, interpersonal and problem solving skills; excellent communications skills

Ability to interact with campus community and external customers; a willingness to assume responsibility and to exercise good judgment.

Ability to handle multiple tasks simultaneously.

Must be willing to take on new tasks, accept responsibility for accuracy and implementation of new ideas.

Ability to compose written communications, edit correspondence, have excellent written and verbal skills, produce presentation materials, maintain accurate and detailed records and have the ability to understand and follow directions.

Knowledge of Microsoft Office products and related software, such as PowerPoint, Excel, Word and calendar

management systems (e.g., Outlook).

May assist in oversight of work performed by other administrative staff on the team.

Desired Experience:

Associate's degree or equivalent combination of training and experience.

Experience in an academic setting. Some team lead experience.

Experience using various databases applications; experience using Web authoring tools (e.g., Dreamweaver) and Oracle financial system. Past experience in assisting in research information gathering activities; experience working with government customers.

Provides administrative support; assists with the workflow within the departments; supports budget and other related processes; acts as resource to less experience staff. Actively participates in SEI ETC teams on a regular basis and may be asked to participate on SEI teams.

Direction: This position is expected to act in accordance with SEI procedures and policies. Expected to work independently in most instances

with the use of established procedures and policies; work with supervisor to manage changing workload or priorities; review and document

procedures for improving workflow within the team.

Decisions: This position would be expected to make decisions requiring specialized knowledge and understanding of the practices, policies and procedures of the SEI ETC, and demonstrate general knowledge in areas outside of SEI ETC. Has latitude to consider which among many related procedures or precedents to follow. Solutions result from comparison of problem elements to reference points within the incumbent's own experience.

Recognize the opportunity for process improvement and participate in the implementation

Job Function Breakdown:

40% Provides administrative assistance such as coordinating meetings, conference and event logistics and resources; drafting correspondence, reports, and other documents for supervisor's signature and/or approval. Coordinates travel reservations, prepares paperwork for reimbursements and oversees distribution of reimbursement funds.

25% Maintains calendars to ensure time-critical issues such as provisional and annual performance reviews, performance management activities, group meetings, project reviews, etc. are identified and adhered to.

20% Acts as a liaison or contact person with other university departments, and with outside organizations. Assists in the research, preparation and processing of information for items, including purchase requests and agreements.

5% Assists with the workflow within the department.

5% Provides general office management by setting up and maintaining complex file systems, and supporting staff and budget related processes and work.

5% Performs related work and special projects as assigned.

Benefits:

Our benefits philosophy encompasses three driving priorities: Choice, Control, and Well-being. Learn more at https://www.cmu.edu/jobs/benefits-at-a-glance/ . You can join an institution and inspire innovations that change the world.

Carnegie Mellon University is a welcoming workplace that considers applicants for employment without regard to, and does not discriminate on the basis of, gender, race, protected veteran status, disability, or any other legally protected status.

 
Job Categories Administrative 

This position is currently accepting applications.

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