Administrative Associate/REU Program Administrator - Institute for Software Research, SCS
Carnegie Mellon University
Location: Pittsburgh, Pennsylvania
Internal Number: 2016779
Institute for Software Research (ISR) is one of the seven academic departments of the Carnegie Mellon School of Computer Science (SCS). ISR hosts the SCS PhD programs in Software Engineering (SE) and Societal Computing (SC), along with six professional masters programs. We also host the undergraduate minor in SE. Our research and educational programs focus on software engineering, privacy and security engineering and societal computing.
The Institute for Software Research is seeking REU Program Administrator/an Administrative Associate to join the team. The Research Experiences for Undergraduates (REU) Administrator will be involved in a full cycle of the program, provide administrative support to assigned faculty members and to provide program administrative support for the REU Program. Duties include drafting correspondence for faculty approval and/or on behalf of faculty member(s); maintaining complex calendars; collecting and organizing data, posters and other documents as needed using complex software packages; planning and facilitating of special events; procurement; creating and maintaining filing system for maintenance of program records; creating and maintaining course, faculty profile, and/or research/research project websites using Canvas and HTML; creating and coordinating complicated travel itineraries (domestic and international); provides administrative support to faculty research teams. Preparing housing needs for the REU Program Interns in the summer. Handle other administrative duties as assigned.
Core responsibilities will include:
Calendar Management: Maintains complex individual faculty calendars or other project related calendars. Schedules with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, phone, etc.) are available.
Transactional Accounting: Handles expense reimbursements for faculty team travel and general business activity. Procures goods and services (with guidance from campus procurement support), arranges payments using a purchasing card (PCard), special service payments, contracts, purchase orders, arranging wire transfers, and other means. PCard verifications. Insure purchases and expenses are properly charged in adherence to sponsored project and other internal budgets.
Course Management: May schedule TA sessions, copy course materials, enters grades into S3 system, manages course work through Canvas, or other systems as directed by assigned faculty; may create and maintain course-specific sites inside or outside of CMU course management systems.
Event Management: Plans and coordinates events such as seminars, workshops, conferences, colloquium, retreats, and the summer REU Intern Program,etc., for both on- and off- campus locations. Includes coordinating travel, transportation, meals, registration, etc. Plans, prepares and distributes itineraries or meeting agendas; ensures meeting materials are produced and available. Produces reports, posters, and other documents as is needed.
Administrative Support: Arranges domestic/international travel for faculty, visitors, and faculty team trips. General administrative support such as maintaining office supplies, copying materials, hanging posters, etc.
Technical Skills: Creates and manages websites, shared directories, databases, social media, and/or digital information archives; may assist in report preparation. Edits, writes, performs graphics enhancements using various software and tools. Creates and manages file systems using online storage systems such as Box. Examples of software that may be required include: Microsoft Office, LaTeX, eMacs, WinEdit, Canvas, etc.
Research Team Support: Supports day-to-day operation of assigned faculty research teams (students, staff, post-docs, visitors); these activities include, but are not limited to, processing human subject payments/Mechanical Turk payments, arranging travel, maintaining/tracking inventory, updating/maintaining/proofreading publications, bibliographies, technical reports, etc.; other support tasks as needed.
Recognizes the opportunity for process improvement and participates in the implementation.
May serve on inter-departmental committees. Acts as a liaison or contact person with other university departments, i.e. Budget Office, Registrar, Property Management, Human Resources, etc., and with outside organizations. Assists in the research, preparation and processing of information.
Performs related duties and special projects as assigned.
High School Diploma or GED required.
Minimum of 5 years of experience with:
Higher education experience highly desired.
Effective oral and written communication skills, organization skills, and planning skills required.
Successful background check
Administrative Support and Coordination
Staff - Regular
Full Time/Part time
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Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.