Job Description
The Heinz College of Information Systems and Public Policy consists of two schools, the School of Public Policy and Management and the School of Information Systems and Management and offers an academic experience unlike any other. Heinz College prepares students with a unique ability to conduct careful and objective analysis of relevant data, to understand and demonstrate the power of information technology, and to lead and implement change in managerial and policy contexts.
Carnegie Mellon University’s Heinz College Public Policy and Management Programs is searching for an Academic Coordinator. This is an excellent opportunity for someone who thrives in an exciting and challenging work environment. You will contribute to the department by providing critical support by providing day-to-day administrative support for the Associate Dean and the Program Directors of the Heinz College of Public Policy and Management and their academic programs.
Your core responsibilities will include:
Administrative Support
- Daily tasks include answering phones, responding to emails, ordering supplies and general administrative support work (copying, data entry, etc.);
- Acts as the first point of contact for all in person office visitors – may require shifts at front desks during peak times and day;
- Maintains a professional and welcoming atmosphere for students and staff;
- Manages calendars and coordinates complex meetings (i.e. interviews, faculty committees, program committees). Meeting tasks include coordinating agendas and taking meeting minutes;
- Manages vendor contracts as needed;
- Oversees and processes expense reporting and reimbursements for the office;
- Coordinates hiring paperwork for work studies, research assistants, and adjunct faculty;
- Books and handles travel arrangements for Associate Dean and Program Directors; others as needed.
Financial and Academic Record Keeping, Reporting & Analysis
- Handles most financial transactions related to the programs’ operations within budget guidelines, including purchases (PCard), payments, invoices, reimbursements and expenses, and instructor travel requests;
- Ensures all financial obligations have been processed and reconciled through Oracle and Office of Fiscal Management accurately and on time;
- Generates financial reports and identifies issues or excess spending;
- Maintains academic program records, reports, and associated databases and files, with a focus on student capstone projects.
Event Coordination
- Plans and coordinates program and department events including capstone presentations, speaker series, alumni events, and student treks;
- Event tasks may include scheduling, speaker travel coordination, reservation management and catering orders;
- Crafts and distributes event promotional materials (emails, registration, posters, etc.);
- Provides day-of event support including setup, registration/check in, and clean up.
Communication
- Engages in professional verbal and written communication, specifically when coordinating complex meetings and working with external constituents (speakers, vendors, adjunct faculty) on events;
- Assists with website updates, social media promotion, newsletters, and alumni outreach.
Performs related duties as assigned.
Flexibility, excellence, and passion are vital qualities within Heinz College. Inclusion, collaboration, and cultural responsiveness are valued proficiencies at CMU. Therefore, we are in search of a team member who can optimally interact with a varied population of internal and external partners at a high level of integrity. We are looking for an individual who shares our values and who will support the mission of the university through their work.
You should demonstrate:
- Strong, culturally responsive, verbal and written communication and interpersonal skills
- Strong organization, planning, problem-solving and reasoning skills
Qualifications:
- Associate degree required; A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
- At least one year of administrative support experience.
Requirements:
- Successful background check
Are you interested in this exciting opportunity?! Apply today!
CMU’s COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Staff and faculty must comply with all applicable COVID-19 mitigation requirements. Please see
Minimum Requirements to Return to Campus for details
regarding the university’s current COVID-19 mitigation requirements.
Location
Pittsburgh, PA
Job Function
Academic Program Support and Coordination
Position Type
Staff – Regular
Full Time/Part time
Full time
Pay Basis
Hourly
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