Senior Administrative Assistant - Neuroscience Institute - Dietrich College Pittsburgh, PA

Carnegie Mellon University is a private, global research university that challenges the curious and hardworking to deliver work that matters. Our extraordinary institution has distinctive areas of excellence and a culture marked by ambition and a deep, practical engagement with challenges facing society. We continue to produce talented alumni and draw faculty and staff eager to be a part of the university’s creative, dedicated and close-knit community. We place emphasis on practical problem solving, interdisciplinary learning, a transformative spirit, and collaboration.

The Neuroscience Institute (NI)at Carnegie Mellon University was launched to bring together faculty and staff from across the University to conduct multi-disciplinary work to advance the state of brain science.

We are seeking a senior administrative assistant to provide professional support to the Director of the NI. This role will also help lead event management for the team.

Core Responsibilities Include:

• Responsible for performing confidential administrative duties for the director of the Neuroscience Institute (NI) by often serving as the first internal and external point of contact and liaison between the director and other Carnegie Mellon departments, including Department Heads, Dietrich College and Mellon College of Science Deans, Provost's Office and President's Office, University Advancement, students and staff, as well and other universities, the media, and the general public providing information and coordination.
• Oversees scheduling of the Director’s complex calendar to ensure time critical issues, such as provisional and annual performance reviews, group meetings, project reviews, etc., are identified and adhered to. Monitors director’s daily calendar and prompts activity with reminders, troubleshooting for time conflicts.
• Assists Director with program and other duties as assigned. Anticipates the director’s needs before they are expressed.

Event Management

• Works with Director and Executive Director to develop new events and special programs to expand the impact and further the mission of the Neuroscience Institute.
• Serves as primary overseer of all NI event planning, currently including
• Workshops, Departmental seminars and speaker series, Departmental events and parties, Carnegie Prize lecture and events, Faculty meetings, Group meetings, Webinars, including online outreach events, All other events.
• Collaborates with the Director, Executive Director, faculty, and staff organizers to identify issues and needs for efficient support.
• Establishes budgets for events, coordinating with the Business Manager, Executive Director, and Director.
• Handles all logistical, fiscal, and physical aspects of events. This includes negotiating contracts, identifying and securing appropriate physical facilities, handling schedules of participants and event organizers, advertising and publicizing event, leading facility set-up, securing and organizing hotel or other accommodations for participants, resolving and coordinating all catering needs, handling correspondence with participants, making travel arrangements for participants, obtaining equipment and personnel, scheduling and leading other staff involved in event activities, and handling any other logistical needs.
• Assists communication team in developing publicity materials.
• Proactively handles any arising issues and troubleshoots any emerging problems, both during planning and on event day.

Faculty Hiring, Promotion and Tenure

• Coordinates Faculty Recruitment, preparing and placing advertisements for faculty positions, receiving and prioritizing application materials via Interfolio platform, covering every detail of the recruitment process, from confidential letters of recommendation to providing information to committees for review. Contacts and provides arrangements for selected candidates to visit the department, coordinating travel, schedule, and talks. Serves as the contact person for applicants who may have questions about the position.
• Coordinates Promotion & Tenure faculty cases by collecting and coordinating materials for review at the department and college level. Has access to and works with all confidential files including voting faculty ballots, promotion letters written by the head, and confidential information surrounding outside authorities and students.

Flexibility, excellence, and passion are vital qualities within Dietrich College. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to optimally 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

• Three years of administrative support experience.
• Strong experience in handling documents, coordinating office processes and providing high level clerical support.
• Experience with event planning and event management is helpful.
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements

• Successful background investigation may be required.

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

Those employees who are benefits eligible have the opportunity to experience the full spectrum of advantages from comprehensive medical, prescription, dental, and vision insurance to an enticing retirement savings program offering a generous employer contribution. You can also unlock your potential with tuition benefits and take well-deserved breaks with ample paid time off and observed holidays. Finally, rest easy knowing you are covered by life and accidental death and disability insurance. 

Other perks include a free Pittsburgh Regional Transit bus pass, our Family Concierge Team to help navigate childcare needs, fitness center access, and so much more!

For a comprehensive overview of the benefits that may be awaiting you, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role and responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique skills and the diverse 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!

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