Executive Assistant II - Mellon College of Science

The Mellon College of Science (MCS) is home to four departments and many programs and research centers that cross disciplines.

We approach scientific problems from fresh angles using creative interdisciplinary approaches while drawing on our departmental strengths in the core sciences.

MCS faculty members are nationally and internationally recognized for their research in a variety of fields, including polymer science, cosmology, mathematical finance and neuroscience.

We are looking for an Executive Assistant for the Dean of the Mellon College of Science and Associate Dean for Financial Affairs.

This is an excellent opportunity if you thrive in an interesting and challenging work environment. You will contribute to the department by providing executive administrative support and coordinating all aspects of daily office administration for the Dean, who oversees all educational programs, research initiatives, and administrative units at the school.

Your ability to objectively interpret information and relay it in the manner intended, and an in-depth awareness of the role of others and their impact on various issues and events is essential for success.

Tact, discretion, diplomacy, self-direction, and independence are critical at all levels of interaction, as is the ability to maintain the strictest confidentiality of both employee and student information.

Core responsibilities include :

Maintains complex calendar for Dean and Associate Dean. Working with various constituents seeking time on schedules to determine importance, availability, and timing.

May use discretion to schedule outside of normal business hours. Scheduling meetings and maintaining minutes for college executive level meetings involving diverse groups.

• Coordinating Dean’s schedule and travel with the Dean’s research staff. Communicate closely with the Laboratory Manager and other professional research staff working in the Dean’s research group to resolve scheduling conflicts and prioritizing conflicting demands.
• Plan and oversee college events including, but not limited to MCS annual meeting, town halls, donor and chair receptions, faculty and staff awards, DEI programming, holiday events, and the annual state of the college.

This includes scheduling rooms, ordering food and refreshments, ensuring that IT and security needs are met.

• Planning, scheduling, and coordinating travel arrangements in coordination with the Dean as appropriate and preparing expense reports.
• Providing logistic support and scheduling for recruiting activities including travel, agendas, room schedules, and meals and refreshments.
• Prepares correspondence, review letters and drafts communications in various forms for the Dean and Associate Dean. Monitors the Dean’s email, collects and distributes mail for Dean’s Office Suite

Flexibility, excellence, and passion are vital qualities within MCS. Inclusion, collaboration and cultural sensitivity are valued proficiencies 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.

You should demonstrate :

• Excellent interpersonal and organizational skills, excellent telephone and communication skills.
• Positive attitude, common sense and initiative.
• Ability to maintain accurate and detailed records; ability to follow through on assignments with minimal direction.
• Ability to work under pressure and balance multiple tasks effectively to accommodate rapidly changing priorities.
• Excellent time management skills.
• The ability to work effectively in a team environment.
• Excellent written and verbal communication.
• Ability to advise others, pay close attention to details, meet inflexible deadlines, remain calm during difficult situations, work under pressure and work with frequent interruptions.

Qualifications :

• Associate’s degree required, bachelor’s degree in a science field preferred.
• Minimum five years of executive administrative experience required; experience in an academic setting, and experience with event planning preferred.
• Experience in an office environment handling complex scheduling and event management.

Requirements :

Successful background check

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 sponsorship of an employment visa for this opportunity.
• Work Posture : This position is operating on a hybrid schedule, with an on-campus / in office presence 3 days a week. You should be able to work outside normal business hours as some evening and weekend work will be required during peak periods.
• This is a full - time (37.5 hours / week), non-exempt position

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

Those employees who are have the opportunity to experience the full spectrum of advantages from to an enticing offering a generous employer contribution.

You can also unlock your potential with and take well-deserved breaks with ample and observed . Finally, rest easy knowing you are covered by life and accidental death and disability insurance.

Other perks include a free Pittsburgh Regional Transit bus pass, our to help navigate childcare needs, , and so much more!