What are the responsibilities and job description for the Executive Assistant to the Dean - Tepper School of Business position at Carnegie Mellon University?
This position requires a substantive understanding of the Office's mission and objectives, critical projects, key partners (e.g., faculty, students, alumni, board members), challenges and opportunities. Within parameters set by the Dean, you will be tasked with solving problems with and through internal colleagues and university partners and make decisions that ensure smooth operation of the Office and projects critical to its success. This position will regularly handle sensitive information, which requires maintaining strict confidentiality and discretion.
The nature of this role requires a high degree of professionalism with exposure to sensitive information requiring the use of tact, diplomacy, discretion, judgment, and independent decision making. We are looking for a candidate that has the flexibility to take on some tasks on short notice, outside normal business hours.
While this role reports directly to the Dean, you will work collaboratively with other Deans at the Tepper School, primarily the two Sr. Associate Deans, and the Chief Operating Officer. Outside of the Dean's office, this role will collaborate regularly with staff and leadership throughout the Tepper School and across campus, including the offices of the Provost and President of CMU. This role will also serve as the coordinator for all projects, events, etc. that involve the Office's other administrative professionals, and is responsible for delegating tasks and establishing project/event timelines for the Office.
Core responsibilities include:
Manages the Dean's calendar; coordinates frequent domestic and international travel; and prepares materials as needed for scheduled commitments
Manages the administration of the Tepper School's Dean's Office and works collaboratively with others across the School and University
Prepares and manages incoming and outgoing correspondence, memos, drafts communication, presentations, and responses to inquiries
Identifies administrative priorities for the Office and may bring new or pending issues to the attention of the Dean and the leadership team
Maintains the master calendar for the Dean's office, ensuring sufficient administrative coverage and support at all times
Convenes administrative staff on a regular basis to ensure alignment on schedules, office priorities and project/event execution
Manages finance operations for the Dean using the purchase card, expense reporting, Oracle reporting, financial reviews and reconciliations and ensures financial tasks are completed and discrepancies are resolved
Serve as the event director for dean's office-sponsored events, including but not limited to; stakeholder dinners, conferences, bi-annual business board of advisor meetings, high-stakes campus leadership visits, etc.
Required to attend / coordinate occasional evening events as assigned
Other duties as assigned
Standard office hours are 9:00am - 5:00pm (flexibility to be available before and/or after standard hours occasionally, is required)
You should demonstrate:
Proficiency in office productivity software (Google's G Suite, Microsoft Office, Zoom etc.) required
Excellent organization and planning skills
Excellent verbal and written communication abilities
Ability to work and thrive in a fast-paced, deadline-driven environment
Ability to prioritize tasks, coordinate tasks of administrative team, meet deadlines and handle multiple tasks simultaneously
Ability to work with sensitive information, maintain confidentiality and use discretion
Ability to influence others to act and work effectively as a part of a team
Adaptability and willingness to change as the department and organization evolves.
Ability to innovate and think outside of the box
Flexibility, excellence, and passion are vital qualities within the Tepper School of Business. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to 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.
Qualifications:
Associate's degree in business, related subject area or an equivalent combination of education and/or experience required
5 -8 years of administrative or business support experience required
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
Preferred Qualifications:
Bachelor's degree preferred
Experience with office administration and direct administrative support for a high-level executive
Experience in an academic environment
Familiarity with project management systems
Requirements:
Successful background check
Are you interested in this exciting opportunity? Please apply!
Location
Pittsburgh, PAJob Function
Executive Administrative SupportPosition Type
Staff - RegularFull Time/Part time
Full timePay Basis
SalaryMore Information:
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Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
Carnegie Mellon University considers applicants for employment without regard to, and does not discriminate on the basis of, gender, race, protected veteran status, disability, or any other legally protected status.
