Administrative Assistant II, Robotics Institute
Carnegie Mellon University
 Pittsburgh, PA

Job Function:

The Robotics Institute at Carnegie Mellon University was established in 1979 to conduct basic and applied research in robotics technologies relevant to industrial and societal tasks. Seeking to combine the practical and the theoretical, we have diversified efforts and approaches to robotics science while retaining the original goal of realizing the potential of the robotics field.

We are searching for a high-energy, dynamic and customer-focused individual to join the team. In this role, you will be responsible for providing administrative assistance for specific Robotics Institute faculty members and their associated teams and projects as well as for other departmental support functions. You will require in-depth knowledge and understanding of university and institute practices, policies, and procedures. You will be responsible for procurement, arranging travel and agendas, preparing expense reports, assembling data and financial reports, coordinating arrangements for meetings, conferences, workshops, and special events, monitoring project expenditures, producing and crafting various transaction forms, reports, and summaries.

Core responsibilities include:

  • Administrative support - Coordinating the Associate Director for Finance and Administration's calendar, schedules and supports meetings. Providing administrative and special project support and other duties as required.
  • Faculty/project support - Providing administrative support to individual faculty members. Assisting with purchasing, processing faculty travel and business reimbursements as needed. Coordinating meeting and conferences, providing logistical support
  • Finance & sponsored projects - Completing online Oracle Core Applications User Forms based on automated employee termination emails. Preparing and collecting responses for Semester Effort Certification in addition to preparing and distributing quarterly Courtesy Effort Reports. Preparing spreadsheet for monthly SCS costing and noting new charges. Monthly data extraction from SCS Costing and FMS details for finance team to review.
  • Procurement - Negotiating with vendors to obtain pricing and deliverables, making recommendations on alternate product selection. Evaluating vendor quotes, advising on purchases and related policies and procedures. Following up with vendors and customers to ensure order is completed per terms. Maintaining and processing invoices, purchase orders, requisitions, receipts, and returns; updating related databases and systems. Reconciling PCard charges. Providing assistance with purchasing, financial, inventory, and audit reviews.
  • Contracts - Serving as primary Liaison with University Contracts Office. Ensuring university contract requirements are in place for purchases.
  • Other - Serving as the point of contact for multi-function copier problems and service requests. Working with Telecom, coordinating monthly telephone reports, requesting necessary changes. Maintaining departmental list of capital assets by documenting newly purchased equipment and retiring antiquated equipment as needed. Responding to audit requests from Property Accounting Services.

Qualification:

  • High-school degree or GED required. Associates degree preferred
  • 5-8 years of Administrative Support Experience and Office Management Experience required
  • 5-8 years of Word Processing Experience and Data Entry Experience required
  • Excellent Problem Solving Skills, Organization and Planning Skills required
  • Strong written and oral communications skills required
  • Higher Education Experience preferred

Are you passionate about this dynamic opportunity with us? Please apply.

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.

FT/PT Status: Full Time Organization: ROBOTICS Minimal Education Level High School/GED Description:

The Robotics Institute at Carnegie Mellon University was established in 1979 to conduct basic and applied research in robotics technologies relevant to industrial and societal tasks. Seeking to combine the practical and the theoretical, we have diversified efforts and approaches to robotics science while retaining the original goal of realizing the potential of the robotics field.

We are searching for a high-energy, dynamic and customer-focused individual to join the team. In this role, you will be responsible for providing administrative assistance for specific Robotics Institute faculty members and their associated teams and projects as well as for other departmental support functions. You will require in-depth knowledge and understanding of university and institute practices, policies, and procedures. You will be responsible for procurement, arranging travel and agendas, preparing expense reports, assembling data and financial reports, coordinating arrangements for meetings, conferences, workshops, and special events, monitoring project expenditures, producing and crafting various transaction forms, reports, and summaries.

Core responsibilities include:

  • Administrative support - Coordinating the Associate Director for Finance and Administration's calendar, schedules and supports meetings. Providing administrative and special project support and other duties as required.
  • Faculty/project support - Providing administrative support to individual faculty members. Assisting with purchasing, processing faculty travel and business reimbursements as needed. Coordinating meeting and conferences, providing logistical support
  • Finance & sponsored projects - Completing online Oracle Core Applications User Forms based on automated employee termination emails. Preparing and collecting responses for Semester Effort Certification in addition to preparing and distributing quarterly Courtesy Effort Reports. Preparing spreadsheet for monthly SCS costing and noting new charges. Monthly data extraction from SCS Costing and FMS details for finance team to review.
  • Procurement - Negotiating with vendors to obtain pricing and deliverables, making recommendations on alternate product selection. Evaluating vendor quotes, advising on purchases and related policies and procedures. Following up with vendors and customers to ensure order is completed per terms. Maintaining and processing invoices, purchase orders, requisitions, receipts, and returns; updating related databases and systems. Reconciling PCard charges. Providing assistance with purchasing, financial, inventory, and audit reviews.
  • Contracts - Serving as primary Liaison with University Contracts Office. Ensuring university contract requirements are in place for purchases.
  • Other - Serving as the point of contact for multi-function copier problems and service requests. Working with Telecom, coordinating monthly telephone reports, requesting necessary changes. Maintaining departmental list of capital assets by documenting newly purchased equipment and retiring antiquated equipment as needed. Responding to audit requests from Property Accounting Services.

Qualification:

  • High-school degree or GED required. Associates degree preferred
  • 5-8 years of Administrative Support Experience and Office Management Experience required
  • 5-8 years of Word Processing Experience and Data Entry Experience required
  • Excellent Problem Solving Skills, Organization and Planning Skills required
  • Strong written and oral communications skills required
  • Higher Education Experience preferred

Are you passionate about this dynamic opportunity with us? Please apply.

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.