Carnegie Mellon University is a private, global research university that stands among the world's most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we invent it. If you're passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!
The Civil and Environmental Engineering Department at Carnegie Mellon offers a unique interdisciplinary program that enables you to develop imaginative solutions to real-world engineering problems. With access to cutting-edge research and technology, high achieving, energetic - yet approachable - faculty, and an innovative and flexible curriculum, we consistently rank among the top engineering programs by US News and World Report.
The Executive Administrative Assistant serves as a strategic partner to the Department Head and Executive Leadership Team, managing day-to-day executive operations while overseeing high-level administrative
processes, faculty affairs coordination, and departmental initiatives. This role requires discretion, initiative, leadership and the ability to manage multiple complex priorities in a fast-paced academic environment.
Core Responsibilities:
Executive Leadership Support:
Serve as Executive Administrative Assistant to the Department Head and Executive Leadership Team, managing daily administrative operations, providing calendar support and ensuring seamless workflow.
Serve as a steady and professional representative of the department in interactions with faculty, staff, students, candidates and external partners.
Prepare correspondence, memoranda, presentations, reports and other materials on behalf of executive leadership that align with the professional brand guidelines of the university.
Submit and process complex travel reimbursements, expense reports, and purchasing card reconciliations for the Department Head, Senior Director of Finance & Operations and others as directed, ensuring accuracy and timeliness.
Serve as a front office liaison, independently addressing routine and complex questions related to departmental and university policies and procedures.
Maintain strict confidentiality of sensitive personnel, financial, and institutional information.
Anticipate leadership needs and act independently to resolve issues before they escalate.
Faculty Affairs & Academic Administration:
Oversee the administrative aspects of the Faculty Review, Promotion and Tenure (RPT) process, ensuring compliance with university policies, deadlines and documentation standards.
Prepare, track, and update annual faculty reviews, courtesy appointment review/renewals, faculty leave documentation and annual CV collection.
Manage the full lifecycle of faculty searches, including: posting and managing positions in Interfolio; coordinating search committee meetings & meeting minutes; managing applicant data and materials; scheduling and facilitating virtual & on-campus interviews; and serving as primary liaison between candidates and the university
Lead and coordinate faculty onboarding processes, including appointment documentation, workspace and system access coordination, visa/work authorization processing (as applicable), orientation scheduling and cross-departmental coordination to ensure a seamless transition for new faculty.
Process visa and work authorization requests for faculty and research staff
Strategic Projects & Departmental Initiatives:
Take initiative in managing special projects and departmental priorities, proactively identifying needs, improving processes and ensuring timely completion of deliverables.
Organize and monitor departmental committees, ensuring adherence to reporting schedules and alignment with strategic priorities.
Lead planning and execution of key departmental events and initiatives, including: annual faculty & staff retreat; monthly faculty and staff meetings; annual state of the department presentation; visits by domestic and international delegates; and annual faculty reporting processes.
Operate with a high degree of autonomy, exercising sound judgment and discretion.
Support departmental events and initiatives as needed, with supervisor approval.
Operations & Systems Management
Prepare, organize and maintain departmental operational documents and records
Manage and maintain Google Groups, Shared Google Drives and internal document systems to ensure accessibility, organization and data integrity.
Maintain and organize confidential financial and personnel records.
Proactively identify opportunities to improve administrative processes and operational efficiency
Other duties as required by business needs
Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.
You should demonstrate:
Excellent written and verbal communication skills, with the ability to represent leadership professionally
Advanced organizational and time-management skills, with the capacity to manage multiple complex priorities simultaneously.
Leadership and ownership, confidently guiding processes, coordinating stakeholders and ensuring accountability.
Proactive initiative, anticipating needs, identifying improvements and acting independently with sound judgment.
Adaptability and flexibility, thriving in a fast-paced environment with evolving priorities. Institutional acumen, with a strong understanding of university and college operations, policies and structures.
Demonstrated technology capabilities including use of Google Suite and Microsoft Office software products
Strong professionalism, both internally and externally
Qualifications:
HS diploma or GED required (associate's degree preferred)
5-8 years of administrative experience required
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
Requirements:
Successful background check
Joining the CMU team opens the door to an array of exceptional benefits.
Benefits eligible (https://www.cmu.edu/hr/benefits/eligibility/index.html) employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance (https://www.cmu.edu/hr/benefits/health-welfare/index.html) as well as a generous retirement savings program (https://www.cmu.edu/hr/benefits/retirement-savings/index.html) with employer contributions. Unlock your potential with tuition benefits (https://www.cmu.edu/hr/benefits/tuition/index.html) , take well-deserved breaks with ample paid time off (https://www.cmu.edu/hr/benefits/time-away/pto.html) and observed holidays (https://www.cmu.edu/hr/benefits/time-away/holidays.html) , and rest easy with life and accidental death and disability insurance.
Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team (https://www.cmu.edu/hr/work-life/support/family-child-care-resources/index.html) to help navigate childcare needs, fitness center access (https://athletics.cmu.edu/recreation/facilities) ,and much more!
For a comprehensive overview of the benefits available, explore our Benefits page (https://www.cmu.edu/hr/benefits/index.html) **.
At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it's about finding the perfect fit for your professional growth and personal aspirations.
Are you interested in an exciting opportunity with an exceptional organization?! Apply today!
Location**
Pittsburgh, PA
Job Function
Administrative Support and Coordination
Position Type
Staff - Regular
Full Time/Part time
Full time
Pay Basis
Hourly
More Information:
Please visit "Why Carnegie Mellon (http://www.cmu.edu/jobs/why-cmu/index.html) " to learn more about becoming part of an institution inspiring innovations that change the world.
Click here (https://www.cmu.edu/jobs/benefits-at-a-glance/) to view a listing of employee benefits
Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran .
Statement of Assurance (https://www.cmu.edu/policies/administrative-and-governance/statement-of-assurance.html)
Interested in a career with Carnegie Mellon University but not finding anything that currently aligns with your interests, background, or experience? Learn how to sign up for Job Alerts (https://www.cmu.edu/jobs/external-applicants.html#job-alerts) through your candidate profile.
If your heart is in your work, come work with us. Carnegie Mellon University isn't just one of the world's most renowned educational institutions - it's also a hotspot for some of the most talented doers, dreamers, and difference-makers on the planet. When you join our staff, you'll become an important part of our mission to create a healthier, safer, and more just life for all. No matter what your role or location, you'll connect and collaborate with dedicated, passionate colleagues - and you'll have the satisfaction of delivering work that truly matters.
We cultivate a vibrant, welcoming environment where everyone is valued and encouraged to contribute and achieve. In addition to competitive benefits and a robust support network, you'll have access to many tools and resources to sharpen your abilities and professional skills, as well as opportunities to engage and share perspectives with a dynamic and inspiring community of uniquely talented staff, faculty, students, and alumni.
The future is awaiting your expertise and intellect. Come join the architects of what's next. Apply now.
Learn more about Student Employment (https://www.cmu.edu/sfs/student-employment/index.html) .
Please see Faculty Careers. (https://www.cmu.edu/faculty-office/faculty-recruitment/faculty-careers.html)
For technical assistance, email HR Services (hr-help@andrew.cmu.edu) or call 412-268-4600.
If you are an individual with a disability and you require assistance with the job application process, please email Equal Opportunity Services (employeeaccess@andrew.cmu.edu) or call 412-268-3930.
Prospective Employee Disclosures (https://www.cmu.edu/jobs/disclosures/index.html)
