Executive Administrative Assistant - College of Engineering - Civil and Environmental Engineering

divh2Executive Administrative Assistant/h2pCarnegie Mellon University is a private, global research university that stands among the worlds 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 doesnt imagine the future, we invent it. If youre passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!/ppThe 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./ppThe 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./ph3Core Responsibilities:/h3ulliExecutive Leadership Support:/liulliServe as Executive Administrative Assistant to the Department Head and Executive Leadership Team, managing daily administrative operations, providing calendar support and ensuring seamless workflow./liliServe as a steady and professional representative of the department in interactions with faculty, staff, students, candidates and external partners./liliPrepare correspondence, memoranda, presentations, reports and other materials on behalf of executive leadership that align with the professional brand guidelines of the university./liliSubmit 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./liliServe as a front office liaison, independently addressing routine and complex questions related to departmental and university policies and procedures./liliMaintain strict confidentiality of sensitive personnel, financial, and institutional information./liliAnticipate leadership needs and act independently to resolve issues before they escalate./li/ulliFaculty Affairs Academic Administration:/liulliOversee the administrative aspects of the Faculty Review, Promotion and Tenure (RPT) process, ensuring compliance with university policies, deadlines and documentation standards./liliPrepare, track, and update annual faculty reviews, courtesy appointment review/renewals, faculty leave documentation and annual CV collection./liliManage 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/liliLead 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./liliProcess visa and work authorization requests for faculty and research staff/li/ulliStrategic Projects Departmental Initiatives:/liulliTake initiative in managing special projects and departmental priorities, proactively identifying needs, improving processes and ensuring timely completion of deliverables./liliOrganize and monitor departmental committees, ensuring adherence to reporting schedules and alignment with strategic priorities./liliLead 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./liliOperate with a high degree of autonomy, exercising sound judgment and discretion./liliSupport departmental events and initiatives as needed, with supervisor approval./li/ulliOperations Systems Management:/liulliPrepare, organize and maintain departmental operational documents and records/liliManage and maintain Google Groups, Shared Google Drives and internal document systems to ensure accessibility, organization and data integrity./liliMaintain and organize confidential financial and personnel records./liliProactively identify opportunities to improve administrative processes and operational efficiency/li/ulliOther duties as required by business needs/li/ulpAdaptability, 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./ppYou should demonstrate:/pulliExcellent written and verbal communication skills, with the ability to represent leadership professionally/liliAdvanced organizational and time-management skills, with the capacity to manage multiple complex priorities simultaneously./liliLeadership and ownership, confidently guiding processes, coordinating stakeholders and ensuring accountability./liliProactive initiative, anticipating needs, identifying improvements and acting independently with sound judgment./liliAdaptability 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./liliDemonstrated technology capabilities including use of Google Suite and Microsoft Office software products/liliStrong professionalism, both internally and externally/li/ulpQualifications:/pulliHS diploma or GED required (associates degree preferred)/lili5-8 years of administrative experience required/liliA combination of education and relevant experience from which comparable knowledge is demonstrated may be considered./li/ulpRequirements:/pulliSuccessful background check/li/ulpJoining the CMU team opens the door to an array of exceptional benefits./ppBenefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance./ppAdditional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!/ppFor a comprehensive overview of the benefits available, explore our Benefits page ./ppAt 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; its about finding the perfect fit for your professional growth and personal aspirations./ppAre you interested in an exciting opportunity with an exceptional organization?! Apply today!/ppLocation/ppPittsburgh, PA/ppJob Function/ppAdministrative Support and Coordination/ppPosition Type/ppStaff Regular/ppFull Time/Part time/ppFull time/ppPay Basis/ppHourly/ppMore Information:/pulliPlease visit Why Carnegie Mellon to learn more about becoming part of an institution inspiring innovations that change the world./liliClick here to view a listing of employee benefits/liliCarnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran./liliStatement of Assurance/li/ul/div