Position Summary: The primary responsibility of this role is to provide administrative support and assistance as needed to the Software Engineering Institute (SEI) contracts team. The Assistant helps improve existing administrative procedures and manages the department’s databases, Intranet site/Sharepoint site, and electronic and hard copy files. The Assistant will interface with internal staff and external resources, including CMU campus staff members. The position participates in and completes special projects at the request of management. Manage workflow of Work Plan documents in an electronic Sharepoint database.
Minimum Qualifications and Requirements:
Education/Training: Associates Degree with specific knowledge of data processing techniques or equivalent combination of training and experience.
Experience: Up to three (3) years data entry or other data processing experience and general administrative experience working in a professional office environment.
Skills/Abilities: The selected candidate will possess the following skills: ability to work well with others and function in a team environment; excellent analytical and problem solving skills; excellent organization and prioritization skills; excellent communication skills (both written and oral); ability to exercise discretion and independent judgment while managing confidential and sensitive information; self-motivated, a willingness to learn new systems and processes; strong attention to detail and customer service; ability to perform data entry; ability to review and understand computerized reports and make necessary corrections to the data; ability to maintain accurate and detailed records; ability to organize work in order to meet deadlines and user demands; ability to understand and follow directions; excellent computer skills including expert knowledge of all Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Access, Visio), SharePoint, and Adobe Acrobat.
Physical Mobility: Usually sedentary, but may be required to travel to various campus locations.
Environmental Conditions: Close contact with CRT for prolonged periods.
Mental: Ability to: (1) work under pressure; (2) pay attention to detail; (3) meet inflexible deadlines; (4) deal with difficult individuals while maintaining composure.
Other: In order to meet deadlines, some occasional evening and weekend hours may be required. Candidates will be subject to a background check and must be eligible to obtain and maintain a Department of Defense security clearance.
Accountability: The selected candidate is the entry point for all contract actions at the SEI and is the exit point for all contract documents to be signed by the COO. The contracts assistant is responsible for record keeping and maintenance of the contract files along with gathering metrics and generating reports. The SEI executes hundreds of contract documents on an annual basis with a dollar value of tens of millions. This position is critical to the effective, responsive and timely execution of contracts which generate revenue for the SEI. The contracts assistant is responsible for data integrity and recommends modifications to the process for improvement.
Direction: Acts independently within scope of normal duties and responsibilities. Performs under general supervision. Duties are handled with the use of established policies and procedures. Difficult or unique situations are referred to the supervisor.
Decisions: Based on the content of an incoming contract request and an understanding of the workload and capabilities of the contracts staff, this position will assign the contract action to the appropriate contract specialist. This position will also be responsible for the contract filing system and files, both hard and soft and will make decisions about how to organize and preserve the integrity of the files.
Supervisory Responsibilities: This position does not normally have supervisory responsibility.
Job Functions or Responsibilities:
20% Assists with the workflow of the department by receiving incoming requests for contract actions from various sources, review requests for completeness, record requests in appropriate tracking systems, assign requests to the appropriate contract specialist, and communicate the assignment to both the contract specialist and the requestor. Maintains record of the assignments.
10% Provide any other clerical services to contract specialists as requested, such as starting agreements in CMS, electronic and hard copy filing, creating folders, preparing spreadsheets and documents, etc.
10% Handle updates of the Sharepoint intranet websites.
10% Collect and report statistics on contract actions as required.
10% Handle post-signature duties as needed for executed contractual agreements, Coordinate / track signature process for contractual agreements, involving SEI's COO,CMU's Associate Vice President for Research and Academic Administration. Handle post-signature duties as needed for executed contractual agreements, such as scanning documents into the CMS database, completing data entry, shipping to customers, etc.
10% Enter data into the PWS Database System as needed.
5% Attends required meetings and participates in various seminars and training classes to maintain or update skills needed.
5% Maintain calendars and schedules as required.
5% Initiate and track travel and reimbursements.
5% Order office supplies as needed.
5% Enter timesheet information in the Oracle system.
5% Perform other related duties.
100% TOTAL EFFORT
Organizational Chart: DO, Director < Contracts Manager < Administrative Assistant
Carnegie Mellon University is an EEO/Affirmative Action Employer – M/F/Disability/Veteran