Share Email Opening Apply Now
Title

Senior Administrative Coordinator-2013452 

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

What We Do:

At the SEI Emerging Technology Center, we describe our work as “making the recently possible mission-practical.” We help our government customers stay at the leading edge of technology by identifying, demonstrating, extending, and applying emerging software technologies to solve real government problems. We currently work in the fields of human-machine interaction, applied artificial intelligence and machine learning, and advanced computing—areas that are changing and progressing rapidly. As we show our customers how new technologies can improve their mission capabilities through rapid prototyping and iterative development, we both rely on and shape academic and industrial research.

Position Summary:

The SEI Emerging Technology Center (ETC) Administrator works closely with the entire Center team to ensure all Center administrative operations are efficient and effective. In this capacity, the SEI ETC Administrator acts as an internal and external liaison for the SEI ETC leadership and staff.

Requirements:

  • Bachelor’s degree in Organizational Communication, Business Administration, or related discipline with three years of directly applicable experience
  • Moderate 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. (25% travel)
  • Subject to a background investigation and eligible to obtain and maintain a Department of Defense security clearance.

Duties:

  • Uses independent judgement, interprets policies and practices, and exercises discretion to serve as the primary daily contact for operational activities, including but not limited to, IT affairs, facilities, contract requests, business services, etc.
  • Oversees and manages organization and coordination, and provides logistics for various Center activities such as Design and Development Reviews and Demo Days, special projects and off sites.
  • Leads and oversees plan and execution of outreach and relations between SEI ETC and former SEI ETC interns
  • Plans and serves as the primary contact for onboarding new employees into the Center.
  • Oversees the logistical transition of employees from Pittsburgh-based to remote and makes sure they are set up properly to work effectively; supports remote employees
  • Researches issues, highlights deficiencies, and recommends solutions to Center leadership to assist in resolving critical areas of administration and coordination
  • Advises and assists while providing direct high-level administrative support to Director, Deputy Director, Director of Operations, Program Manager, Chief Scientist, and Technical Managers.
  • Administratively and operationally supports all Center staff administration and coordination activities for the Emerging Technology Center.
  • Participates and contributes to management meetings regarding business aspects and issues of all Center technical work.
  • Plans and serves as point of contact for the coordination of specific technical work, as needed.
  • Directly contributes to technical work by participating in Center communications and outreach.
  • Assists with other operational duties relevant to technical projects and provides input;
  • Proactively takes independent action to complete any outstanding action items that can be completed without input from Center leadership.
  • Plans, executes and serves as point of contact for conferences and meetings. Works with internal and external stakeholders on implementing requirements for the planning of meetings, customer visits, conferences, workshops, prepares agendas; and makes arrangements for adequate facilities and support.
  • Researches information for contracts and agreements with vendors and coordinates the preparation and submission of contract documents.
  • Effectively build and maintain relationships with other departments and all levels of within the organization. Act as an ETC ambassador within the SEI and beyond by actively promoting the Center’s mission, vision and values.
  • Independently conducts financial analysis using formulas and policies and makes recommendations regarding such things as: employee communications allowances, complex purchase requests and subcontracts, etc.
  • Perform other duties, as assigned, including special projects to ensure effective and successful Center operations.
  • This position may supervise other administrative staff on the team.

Knowledge, Skills and Abilities:

  • Basic understanding and application of theoretical knowledge of specific field related to a particular position (Organizational Communication, Business Administration, etc.)
  • Ability to function competently in a collaborative team environment
  • Excellent organizational, analytical, reasoning and problem solving skills.
  • Interact effectively with both the SEI and CMU community along with external customers.
  • Display a willingness to assume responsibility and exercise good judgment.
  • Ability to multi-task in a fast-paced, collaborative environment.
  • Display effective oral, written and interpersonal communication skills.
  • Produce presentation materials in various formats
  • Ability to maintain accurate and detailed records.
  • Ability to work independently by understanding and following directions.
  • Proficient in all Microsoft Office products
  • Familiar with or able to quickly learn SEI and CMU policies and procedures.
  • Ability to meet deadlines while balancing competing priorities.
  • Ability to develop effective processes, practices, and infrastructure to successfully support people and projects.
  • Demonstrated interest in continuous improvement and challenging status quo.
  • Self-motivated individual with demonstrated experience and continuous desire in improving and streamlining processes.

Job Function Breakdown:

50% Uses independent judgement, interprets policies and practices, and exercises discretion to serve as the primary daily contact for operational activities, including but not limited to, IT affairs, facilities, contract requests, business services, etc. Oversees and manages organization and coordination, and provides and handles logistics for various Center activities such as Design and Development Reviews and Demo Days, special projects and off sites. Researches issues, highlights deficiencies, and recommends solutions to Center leadership to assist in resolving critical areas of administration and coordination. Participates and contributes to management meetings regarding business aspects and issues of all Center technical work Plans and serves as the primary contact for onboarding new employees into the Center. Leads and oversees plan and execution of outreach and relations between SEI ETC and former SEI ETC interns. Researches information for contracts and agreements with vendors and coordinates the preparation and submission of contract documents. Independently conducts financial analysis using formulas and policies and makes recommendations regarding such things as: employee communications allowances, complex purchase requests and subcontracts, etc. Effectively builds and maintains relationships with other departments and all levels of within the organization. Acts as an ETC ambassador within the SEI and beyond by actively promoting the Center’s mission, vision and values.

25 % Advises and assists while providing direct high-level administrative support to Director (SEI Executive level leader) and other Center leadership staff. Administratively and operationally supports all Center staff administration and coordination activities for the Emerging Technology Center. Proactively takes independent action to complete any outstanding action items that can be completed without input from Center leadership.

20% Plans, executes and serves as point of contact for conferences and meetings. Works with internal and external stakeholders on implementing requirements for the planning of meetings, customer visits, conferences, workshops, prepares agendas; and makes arrangements for adequate facilities and support. Directly contributes to technical work by participating in Center communications and outreach. Assists with other operational duties relevant to technical projects and provides input.

5% Special projects and other duties as assigned to ensure effective and successful Center operations.

TOTAL=100

More Information

Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world.

A listing of employee benefits is available at: www.cmu.edu/jobs/benefits-at-a-glance/.

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.

 
Job Categories Administrative 

This position is currently accepting applications.

Apply Now




Follow us See who works here:
 


AppOne.comTM   copyrightŠ1999-2019 HR Services, Inc.
Click here for technical assistance.