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Administrative Coordinator/Buyer - Mechanical Engineering
Job Description
he Department of Mechanical Engineering (MechE) at Carnegie Mellon University (CMU) has an immediate opening for an Administrative Coordinator/Buyer. In this position, you report directly to the Manager of Administrative Services in the Mechanical Engineering Department. You will lead and ensure that the administrative functions related to the assigned faculty support cluster are effectively carried out. (A cluster is defined as multiple faculty members and their research and academic teams including undergraduate and graduate students, research scientists, postdoctoral research associates, collaborators, visiting scholars, technicians).
Responsible for purchasing of goods or materials and preparing and processing related paperwork in compliance with the University purchasing policy (i.e., purchase order). Generally, purchases goods and materials from vendors on the Procurement Services preferred supplier and contract supplier list.
Your core responsibilities will include:
Day-to-day workflow of the cluster.
Completing financial/administrative tasks including expense reimbursements; verifying procurement card purchases; initiating purchase order requests and assisting Department Buyer with collecting required documentation; equipment, office and technical supply purchasing.
Leading and directing the travel arrangement process for the cluster; process forms and communicate with travelers and travel providers; maintain policy compliance and resolve complications that arise before and during travel.
Composing and preparing confidential correspondence, managing an active calendar of appointments (demonstrates significant independent judgment in identifying and prioritizing scheduling requests and resolving potential scheduling differences.)
Compiling documents and building agendas for academic and/or research related meetings.
Set up Zoom meetings, S3 and Card swipe system, room reservations, schedule conference rooms for Tas, graders, etc.
Performs specialized administrative support work that requires the exercise of independent judgment, the application of technical skills, and detailed knowledge of University, College and Department level policies and procedures.
Communicates directly and on behalf of the assigned cluster with internal and external constituents.
Researches, prioritizes, and follows up on incoming issues and concerns related to the assigned cluster; determines appropriate course of action, referral or response.
Purchases items for courses, research labs and other departmental needs.
Reconciles purchase card transactions.
Prepare purchase orders and perform buying duties in association with associate buyers.
Receives, verifies, and distributes orders and returns.
Provides students, faculty and staff with updates of order information and tracking.
Acts as an information resource.
Coordinates/assists with the event planning process for small research or academic related events hosted by a member of the assigned faculty support cluster (group meetings, seminars, workshops, etc.) including logistical support (catering, contracts, space reservation, remote connectivity and video communication). May assist other Department event planners with logistical support for larger events.
Provides support for Academic Programs Coordinator: make copies, file coursework, and assist with classroom IT requests, make purchases as needed for food, course and project supplies.
Flexibility, partnership, excellence, and passion are vital qualities within Mechanical Engineering. Inclusion, teamwork and cultural sensitivity are valued proficiencies at CMU. Therefore, we are in search of a team member who is able to effectively work well with a dynamic population of partners at a high level of integrity. We are looking for someone who shares our values and who will support the university through their work.
You should demonstrate:
Excellent interpersonal, problem-solving, reasoning, organization, and planning skills.
Maintains a professional appearance and demeanor at all times.
Qualifications:
Higher Education experience preferred
1-3 years of administrative support experience
Requirements:
Successful background check
Are you interested in this 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.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus .
Location
Pittsburgh, PAJob Function
Administrative Support and CoordinationPosition Type
Staff – RegularFull Time/Part time
Full timePay Basis
HourlyMore 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
he Department of Mechanical Engineering (MechE) at Carnegie Mellon University (CMU) has an immediate opening for an Administrative Coordinator/Buyer. In this position, you report directly to the Manager of Administrative Services in the Mechanical Engineering Department. You will lead and ensure that the administrative functions related to the assigned faculty support cluster are effectively carried out. (A cluster is defined as multiple faculty members and their research and academic teams including undergraduate and graduate students, research scientists, postdoctoral research associates, collaborators, visiting scholars, technicians).
Responsible for purchasing of goods or materials and preparing and processing related paperwork in compliance with the University purchasing policy (i.e., purchase order). Generally, purchases goods and materials from vendors on the Procurement Services preferred supplier and contract supplier list.
Your core responsibilities will include:
Day-to-day workflow of the cluster.
Completing financial/administrative tasks including expense reimbursements; verifying procurement card purchases; initiating purchase order requests and assisting Department Buyer with collecting required documentation; equipment, office and technical supply purchasing.
Leading and directing the travel arrangement process for the cluster; process forms and communicate with travelers and travel providers; maintain policy compliance and resolve complications that arise before and during travel.
Composing and preparing confidential correspondence, managing an active calendar of appointments (demonstrates significant independent judgment in identifying and prioritizing scheduling requests and resolving potential scheduling differences.)
Compiling documents and building agendas for academic and/or research related meetings.
Set up Zoom meetings, S3 and Card swipe system, room reservations, schedule conference rooms for Tas, graders, etc.
Performs specialized administrative support work that requires the exercise of independent judgment, the application of technical skills, and detailed knowledge of University, College and Department level policies and procedures.
Communicates directly and on behalf of the assigned cluster with internal and external constituents.
Researches, prioritizes, and follows up on incoming issues and concerns related to the assigned cluster; determines appropriate course of action, referral or response.
Purchases items for courses, research labs and other departmental needs.
Reconciles purchase card transactions.
Prepare purchase orders and perform buying duties in association with associate buyers.
Receives, verifies, and distributes orders and returns.
Provides students, faculty and staff with updates of order information and tracking.
Acts as an information resource.
Coordinates/assists with the event planning process for small research or academic related events hosted by a member of the assigned faculty support cluster (group meetings, seminars, workshops, etc.) including logistical support (catering, contracts, space reservation, remote connectivity and video communication). May assist other Department event planners with logistical support for larger events.
Provides support for Academic Programs Coordinator: make copies, file coursework, and assist with classroom IT requests, make purchases as needed for food, course and project supplies.
Flexibility, partnership, excellence, and passion are vital qualities within Mechanical Engineering. Inclusion, teamwork and cultural sensitivity are valued proficiencies at CMU. Therefore, we are in search of a team member who is able to effectively work well with a dynamic population of partners at a high level of integrity. We are looking for someone who shares our values and who will support the university through their work.
You should demonstrate:
Excellent interpersonal, problem-solving, reasoning, organization, and planning skills.
Maintains a professional appearance and demeanor at all times.
Qualifications:
Higher Education experience preferred
1-3 years of administrative support experience
Requirements:
Successful background check
Are you interested in this 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.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus .
Location
Pittsburgh, PAJob Function
Administrative Support and CoordinationPosition Type
Staff – RegularFull Time/Part time
Full timePay Basis
HourlyMore 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
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