Position Summary: This is a temporary position expected to last four (4) months in duration. This position will be in support of the Software Engineering Institute Washington, DC branch office. The individual will work closely with the DC Operations manager in accomplishing daily tasks to facilitate efficient/effective office and conference operations. Perform various administrative duties. Maintain the office workflow to include providing well organized filling system and coordinating the office daily schedule of events. Duties will include; welcoming and assisting (as necessary) all people who enter our facility and operate main phone system. Candidate will provide administrative and secretarial/clerical assistance as requested. Candidate must be available to work 8:00am to 5:00pm or 7:00am to 4:00pm, Monday through Friday, with an hour for lunch.
Minimum Qualifications and Requirements:
Education/Training: High School Diploma or equivalent and combination of training and office staff experience
Experience: Five (5) years secretarial/administrative related experience or equivalent in education and training.
Skills/Abilities: Excellent interpersonal, problem solving and organization skills; ability to understand and follow directions; ability to operate standard office equipment; ability to work autonomously; establish priorities and meet deadlines; ability to handle multiple tasks simultaneously; reasoning and problem-solving skills; basic computer literacy, and working knowledge of Microsoft Office Products, especially MS Word, Power Point and Excel.
Physical/ Mobility: Normally sedentary position with some mobility; i.e., able to travel to other campus locations; may require some bending, stretching, pushing as well as lifting of several reams of paper, etc. Primary sedentary; may require some bending, reaching, pushing as well as lifting boxes up to 50 lbs.
Environmental Conditions: Usual office setting
Mental: Ability to pay close attention to detail, meet inflexible deadlines, work under pressure and work with frequent interruptions. Willingness to assume responsibilities, exercise judgment and be self-motivated.
Other: Candidates will be subject to a background check and must be eligible to obtain and maintain a Department of Defense security clearance.
Preferred Qualifications and Requirements:
Education/Training: Associate’s degree or equivalent business school degree.
Experience: experience in an executive office environment.
Accountability: Will greet all visitors to the Washington, DC branch office and answer main line into the facility. Support the DC Operations Manager with varied administrative tasks; such as coordination of hosted events, meetings, and classes. Responsible for ensuring the various day-to-day duties are carried out in a timely and professional manner. The individual must be able to act quickly and efficiently, and accurately convey information to internal and external staff.
Direction: Must be proactive in determining the needs of visitors and staff at the Washington, DC branch office. Expected to work independently in most instances. Receives general direction from the office manager as to what needs to be done. Difficult or unique problems are referred to the supervisor.
Decisions: Expected to handle questions or inquiries directly or route to the most appropriate person as necessary.
Supervisory Responsibilities: No supervisory responsibilities.
Job Functions or Responsibilities:
50% Serve as initial contact and liaison, providing information/coordination via phone or in person for the facility. Welcoming visitors to the Washington, DC branch office and operate main phone line into the office. Maintain various administrative tasks in support of the office, which include, but are not limited to the following: manages incoming and outgoing shipments and general mail delivery & distribution and all other deliveries received. Maintain the office workflow to include providing drafts of necessary writing and correspondence to clients, employees, and other department heads. Create, modify, and maintain well-organized filling system.
30% Coordinate hosted meetings/events/classes in the Washington, DC branch office, and provide direct meeting support as required. Maintain the conference room calendars for the office. May coordinates and carries out student registration. Provides room setup for events, and administrative assistance to instructors and students as requested.
5% Set up and troubleshoot problems with office equipment i.e. printers, faxes and copiers; and audio visual equipment in the Washington, DC branch office as needed.
15% Other duties as assigned
100% Total Effort
Carnegie Mellon University is an EEO/Affirmative Action Employer – M/F/Disability/Veteran