Administrative Coordinator - Mellon College of Science - Physics Department

Administrative Coordinator

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 Mellon College of Science (MCS) is home to four departments and many programs and research centers that cross disciplines. We approach scientific problems from fresh angles using creative interdisciplinary approaches while drawing on our departmental strengths in the core sciences. MCS faculty members are nationally and internationally recognized for their research in a variety of fields, including polymer science, cosmology, mathematical finance, and neuroscience.

Our Physics department is seeking an Administrative Coordinator to join the team! The Administrative Coordinator plays a key role in supporting the success of departmental programs and projects by providing high-level administrative and coordination support. Working closely with department leadership, this position serves as a central resource for day-to-day operations and requires initiative, attention to detail, and a strong understanding of departmental processes and procedures.

Core Responsibilities

• Performs general office support responsibilities, such as answers phones, screens phone calls and takes messages; sorts and distribute incoming mail; operates copiers and other office machines. Processes travel and reimbursements for business expenses.
• Produces purchase orders, assigns charges to appropriate Oracle general ledger and grants management accounts, works with faculty and lab personnel as well as vendors to ensure timely and accurate creation of purchase orders, compliance with university, college and department policies and procedure, receives in the Oracle system and works with Accounts Payable to ensure payment and detailed record keeping of these transactions.
• Assists business manager in developing budgets and ensures activities are in compliance with accounting policies and procedures.
• Assists with monitoring department expenditures and budget, places purchase orders and approves invoices for payment. Handles monthly accounting reconciliations, tracking down and correcting problems. Makes deposits.
• Provides audit assistance including review for compliance and assistance with problem solving. Provides general office management: setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc.
• Provides back-up support and clerical assistance to the Department Head and/or other administrative faculty and staff. Maintains both hard copy and electronic filing systems, keeping file systems in order and up to date.
• Produces and helps process AP Redistributions as needed. Processes travel and reimbursement for business expenses. Maintains recordkeeping and distributions of keys.
• Other duties as assigned

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.

Qualifications:

• High School Diploma or GED required.
• 3-5 years of administrative support experience required.
• Excellent organization, planning, interpersonal, problem-solving and reasoning skills required.
• Experience in higher education highly desired.
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful completion of a pre-employment background check

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits 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.

Additional 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!

For a comprehensive overview of the benefits available, explore our Benefits page.

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" to learn more about becoming part of an institution inspiring innovations that change the world.
• Click here to view a listing of employee benefits
• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
• Statement of Assurance