Carnegie Mellon University

Administrative Assistant

Job ID: 2021520

Provides administrative and secretarial assistance; assists with the work flow within the department; supports budget and other related processes; may represent department on campus-wide projects and initiatives; acts as resource to less experienced staff

What we are looking for: You will be part of our dynamic team as an Administrative Assistant. You will provide a broad range of administrative support to the Director and Associate Director of NREC, including scheduling meetings and events, coordinating with visitors in preparation for a meeting, making travel itineraries. You will also support the administrative group with reconciling university credit card charges, filing expense reports, and ordering food and refreshments for meetings. In this position, you will collaborate primarily with the Director of NREC and the Associate Director.

Join our talented team at the National Robotics Engineering Center (NREC) where you will have a direct impact on NREC’s operations, and on meaningful projects, as you collaborate with experts and build your career. As part of our group, you will support a team of robotics authorities who solve industrial and government challenges and deploy technology to real operations. You will also collaborate with senior support personnel as well as the leadership of the organization to help with bringing your career to the next level. Additionally, our employees enjoy a flexible work schedule and a life/work balance. Take control of your career!

Executive Assistant: Supporting the Direct and Associate Director of NREC with: 
  • Scheduling: Administering the calendars of NREC’s Director and Associate Director and scheduling internal meetings, as well as meetings with visitors, customers and managers of other groups at Carnegie Mellon University. This includes handling conflicting meeting requests and interacting with other team members at NREC.
  • Travel Planning: Coordinating with NREC’s travel agency to book flights and hotels according to the need for the trip and the preferences of the travelers. Filing travel expense reports into CMU’s system. This may include an occasional call to a hotel or restaurant to request a copy of a missing receipt.
  • Meeting Planning: Creating calendar invites and zoom meetings, making meeting room reservations, ordering food (as needed), coordinating with technical staff to schedule demonstrations during tours of our facilities, and coordinating with NREC operations to prepare special items for the visit (e.g. special tables for lunch), etc.
  • Visitors: Coordinating with potential visitors to facilitate their arrival and stay in Pittsburgh as well as at NREC. This includes coordinating with their point of contact to find available dates/times for the meeting, providing recommendations for hotels and instructions for coming to NREC, preparing custom badges for large groups, updating the visitor calendar, informing NREC security prior to the visit, etc.
  • Communications: Collaborating with other members of the team at NREC and CMU to ensure all meetings and travel are properly booked and planned for the Director and Associate Director of NREC.

Administration: Perform administrative duties as part of administrative group, which includes reconciling university credit card charges and processing expense reports in the CMU system. Performing administrative tasks such as preparing letters, reviewing/editing text, tracking travel expense report progress, etc.

Recruiting Support: Coordinate with the recruiting team to schedule candidate interviews with NREC’s leadership and senior engineers.

Other duties as assigned. This includes other assignments to support our recruiting and administrative groups.

  • Bachelor's degree in Business/Business Administration or equivalent experience
  • Outstanding customer service skills and the ability to communicate and interact with external audiences and the campus community at all levels in a fast-paced environment, remaining professional under pressure.
  • Excellent oral and written communication skills
  • Highly organized and superior planning skills
  • Maintain effective office workflow
  • Greet and communicate with other staff and guests as required
  • Work well with peers and other team members
  • A high degree of technical proficiency in core MS Office applications, including MS Excel.
  • Excellent interpersonal skills and diplomacy to interact with senior executives of large companies or high-ranking government officials as well as candidates.
  • Attention to detail
  • Respect of confidentiality
  • Excellent problem‐solving and reasoning skills
  • 3-5 years experience in similar position

We want to hear from you if you have experience or qualifications in ANY of the following areas:

  • Experience in a university or non-profit organization 

Join our talented team at NREC, an operating unit within the world-renowned Robotics Institute at Carnegie Mellon University.

NREC has 25+ years of experience and is globally renowned for developing and deploying robots into many applications across multiple sectors, such as agriculture, mining, defense, energy, and manufacturing. We strive to provide solutions for real-world challenges where automation and robots have a greater impact on productivity and improve the safety and comfort of the labor force. Our unique expertise places us at the forefront of unmanned ground vehicle design, autonomy, sensing and perception, machine learning, machine vision, operator assistance, 3D mapping, and position estimation. With over 160 robotics professionals, we can solve challenges that no other organization can. 

NREC also leads in educational outreach through its Robotics Academy, which builds robotics curricula and software for K-12 and college-level students.

At NREC, we value diversity, support it, and thrive on it for the benefits of our organization, our employees and our community. Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.