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

About the role

Counseling and Psychological Services (CAPS) within the Community Health and Well-Being Unit of the Division of Student Affairs at Carnegie Mellon University is seeking a Senior Administrative Assistant and Office Manager.

Responsibilities

• 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.
• Serve as a key resource within the department, coordinating workflow, managing priorities, supporting strategic initiatives, and fostering collaboration with internal and external stakeholders.
• 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.
• 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.
• 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.
• 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.
• Avoid additional administrative, operational, and project-based responsibilities as assigned in support of departmental goals and objectives.

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.