Senior Administrative Assistant and Office Manager – Community Health and Well-Being – Division of Student Affairs

Carnegie Mellon University invites applications for a Senior Administrative Assistant and Office Manager position with Counseling and Psychological Services (CAPS) within the Community Health and Well-Being Unit of the Division of Student Affairs. This is a full-time position reporting directly to the Executive Director.

The Senior Administrative Assistant and Office Manager provides comprehensive administrative, operational, and office management support to departmental leadership while ensuring the efficient day-to-day functioning of the office. This position serves as a key resource within the department, coordinating workflow, managing priorities, supporting strategic initiatives, and fostering collaboration with internal and external stakeholders. The role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple responsibilities while promoting effective office operations and a positive work environment.

Core responsibilities include:

• Provide strategic administrative and operational support to the Executive Director and leadership team, managing complex priorities, coordinating departmental initiatives, and ensuring the efficient day-to-day operation of the office.

• Supervise and manage a team of two receptionists, including onboarding, training, scheduling, performance management, workflow coordination, and professional development to ensure consistent delivery of front-office operations and customer service.

• Serve as a liaison between the department and internal university partners, including Human Resources, Finance, Facilities Management Services, Information Technology, and other administrative units, as well as external organizations and stakeholders.

• Manage facilities operations across two office locations, serving as the primary point of contact for maintenance requests, space planning, repairs, vendor coordination, safety concerns, building access, equipment needs, and facilities-related projects to ensure a safe, functional, and professional work environment.

• Manage calendars, schedules, and critical deadlines, including performance reviews, performance management activities, meetings, project milestones, and other time-sensitive initiatives.

• Coordinate and prioritize meetings, travel arrangements, events, and other logistical activities while ensuring all supporting materials and documentation are prepared and available.

• Research, compile, prepare, and process information to support departmental operations, decision-making, reporting, and strategic initiatives.

• Prepare correspondence, reports, presentations, meeting materials, and other business documents with a high degree of accuracy and professionalism.

• Complete special projects as assigned, including the collection of data.

• Participate in departmental meetings, committees, and cross-functional workgroups; may represent the department on interdepartmental committees.

• Oversee office support staff and/or student employees, including recruitment support, onboarding, training, work assignment coordination, performance feedback, and ongoing development.

• Evaluate and recommend improvements to administrative procedures, workflows, and office operations to enhance efficiency, service quality, and organizational effectiveness.

• Maintain departmental records, files, and documentation while ensuring accuracy, confidentiality, and compliance with university policies and procedures.

• Assist with purchasing, budgeting, invoice processing, inventory management, and other operational and financial activities as needed.

• Perform additional administrative, operational, and project-based responsibilities as assigned in support of departmental goals and objectives.

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:

• Demonstrated experience managing office operations, coordinating projects, and supporting organizational initiatives.

• Exceptional organizational, project management, and time-management skills with the ability to manage multiple priorities and competing deadlines.

• Excellent written, verbal, and interpersonal communication skills.

• Proven ability to exercise discretion, maintain confidentiality, and handle sensitive information with professionalism.

• Strong analytical, problem-solving, and process improvement skills.

• Proficiency with Microsoft Office Suite and other business systems and technology platforms.

• Ability to work independently while building collaborative relationships across departments and stakeholder groups.

Qualifications

• High School diploma/GED required; Bachelor's degree preferred.

• 5-8 years of experience providing administrative, executive, or office management support in a professional environment.

• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

• Previous supervisory experience, including direct management of administrative support staff, receptionists, student employees, or office personnel preferred

Requirements:

• Successful completion of a pre-employment background check

• Child Protection Clearances (Act 153)

Additional Information:

• Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity.  Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

• This is a full-time (37.5 of hours), non-exempt position based in [Pittsburgh, PA

• Work Posture: This position is operating fully on site

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. 

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: