Senior Administrative Assistant and Office Manager – Student Involvement and Traditions – Division of Student Affairs

The Student Involvement and Traditions (SIT) and Community Engagement and Leadership Development (CELD) Offices at Carnegie Mellon University, consist of experienced professionals with an outstanding ability to: cultivate relevant, one-to-one mentoring relationships with exceptional students; deeply influence the growth and development of the leaders of tomorrow; craft unique experiences building on the talents of a diverse, multifaceted community; and contribute to our Student Affairs Division whose cornerstone is a deep, sustained dedication to the ongoing care of its students.

We are searching for a Senior Administrative Assistant and Office Manager to join its dynamic team, supporting both the SIT and CELD offices. You will serve as a primary point of contact and expert in the systems and day-to-day functions of the office suite.   In your role, you will work closely with both SIT and CELD colleagues to support over 350 student organizations, multiple campus traditions, leadership development programs, and community engagement efforts, and operations to advance our missions.

We are seeking candidates who are excited to connect students to involvement opportunities, support them as they practice and develop confidence in their leadership skills, and champion all of the uniquely-CMU traditions that make students proud to be a Tartan.  The Senior Administrative Assistant and Office Manager should thrive in a high-traffic environment and strive to provide first-rate service and support to diverse students, colleagues, and external constituents.

Core responsibilities include:

• Serve as office manager for a dual-office suite including reception space, a breakroom, multiple storage locations, staff offices, and a university-wide community engagement hub.  Oversee organization, cleanliness, function, and technology across all spaces.

• Supervision of one full-time administrative staff member and joint oversight of multiple part-time student staff including hiring, training, and development efforts.

• Leverage full time and student staff to provide office reception and communications functions including answering phones, directing in person traffic, coordinating mail, and managing multiple email accounts.

• Prioritize clarity and accuracy of information provided via SIT/CELD websites, online chatbot responses, the student organization management tool (TartanConnect), and suite policies and procedures documents. Intake, troubleshoot, and/or route unique questions and circumstances as necessary.

• Assist departmental staff by serving as primary administrative support to two directors and secondary support to other professional staff in the departments. Implement various efforts related to scheduling, travel coordination, and meeting logistics.

• Oversee the experience of students in non-maker storage and office spaces including periodic inspections, partnership with relevant collaborators, issue management, and communications.

• Coordinate staff search processes in partnership with hiring managers and support a clear and welcoming onboarding for successful candidates.

• Provide administrative leadership for all student staff hiring and compliance processes including but not limited to HR system initiation, hours reporting, and onboarding.

• Project management for both ongoing and ad-hoc departmental processes, programs, and initiatives.

• Other duties as assigned in service to the department and broader Carnegie Mellon community through project work, etc.

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:

• Proven ability to champion an innovative and collaborative work environment

• Proven administrative support and office management experience, organizational and planning skills, and oral, written, and interpersonal and intercultural communication skills

• A commitment to supporting the needs of a diverse student body

Qualifications:

• High School Diploma or GED required; Bachelor’s Degree preferred

• Five years of related experience, preferably in a higher education, community organization, or non-profit setting

• Previous supervision experience is preferred

A combination of education and relevant experience from which comparable knowledge is demonstrated m