Senior Administrative Assistant and Office Manager – Student Involvement and Traditions – Division of Student Affairs

About the role

The Senior Administrative Assistant and Office Manager will support the Student Involvement and Traditions (SIT) and Community Engagement and Leadership Development (CELD) offices at Carnegie Mellon University. These offices are led by experienced professionals who foster meaningful relationships with students, develop future leaders, and manage unique campus traditions and community engagement efforts.

Responsibilities

• Serve as office manager for a dual-office suite including reception space, a breakroom, multiple storage locations, staff offices, and a university-wide community engagement hub.
• Oversee organization, cleanliness, function, and technology across all spaces.
• Supervise one full-time administrative staff member and joint oversight of multiple part-time student staff including hiring, training, and development efforts.
• Serve as primary point of contact and expert in the systems and day-to-day functions of the office suite.
• Work closely with both SIT and CELD colleagues to support over 350 student organizations, multiple campus traditions, leadership development programs, and community engagement efforts.
• Prioritize clarity and accuracy of information provided via SIT/CELD websites, online chatbot responses, the student organization management tool (TartanConnect), and suite policies and procedures documents.
• Intake, troubleshoot, and/or route unique questions and circumstances as necessary.
• Assist departmental staff by serving as primary administrative support to two directors and secondary support to other professional staff in the departments.
• Leverage full time and student staff to provide office reception and communications functions including answering phones, directing in person traffic, coordinating mail, and managing multiple email accounts.
• Implement various efforts related to scheduling, travel coordination, and meeting logistics.
• Oversee the experience of students in non-maker storage and office spaces including periodic inspections, partnership with relevant collaborators, issue management, and communications.
• Care for and coordinate staff search processes in partnership with hiring managers and support a clear and welcoming onboarding for successful candidates.
• Provide administrative leadership for all student staff hiring and compliance processes including but not limited to HR system initiation, hours reporting, and onboarding.
• Project manage for both ongoing and ad-hoc departmental processes, programs, and initiatives.
• Other duties as assigned in service to the department and broader Carnegie Mellon community through project work, etc.

Qualifications

• High School Diploma or GED required; Bachelor’s Degree preferred.
• Five years of related experience, preferably in a higher education, community organization, or non-profit setting.
• Previous supervision experience is preferred.

Requirements

• Successful completion of a pre-employment background check.