Executive Assistant to the Associate Vice President and Director of Athletics – Department of Athletics, Physical Education and Recreation

EXPIRED

Carnegie Mellon University’s Division of Student Affairs is seeking applicants for the position of Executive Assistant to the Associate Vice President of Student Affairs for Community Engagement. Reporting to the Associate Vice President of Student Affairs for Community Engagement and Director Athletics, this position is responsible for setting priorities and managing the execution of the administrative functions of the Associate Vice President’s (AVP) Office. The successful candidate will manage and organize the AVP’s schedule, meetings with internal and external constituents, and prepare the AVP for meetings and events, in a complex and fast-changing environment.

This position requires a substantive understanding of divisional and departmental mission and objectives, critical projects, key partners (e.g., faculty, students, alumni, donors), challenges and opportunities. Within parameters set by the AVP, the successful candidate will work with internal colleagues and university partners to answer questions, address concerns, and to make decisions that ensure smooth operations within the office and to ensure projects are 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.

While this role reports directly to the AVP, the successful candidate will work collaboratively with and support departmental senior leadership. This role will also serve as the coordinator for Athletics departmental coach and personnel onboarding, event planning and scheduling, and other administrative support functions.

Core Responsibilities include:

• Manages the administrative responsibilities of the Associate Vice President, including calendar management.

• Prepares and manages incoming and outgoing correspondence, memos, drafts communication, presentations, and responses to inquiries.

• Identifies administrative priorities for the department and may bring new or pending issues to the attention of the AVP and his leadership team.

• Provides general administrative support to the Athletics department and leadership team.

• Coordinates logistical details for departmental meetings and events.

• Arranges travel and manages travel expenses for the AVP and senior leaders of the department.

• Serves as a resource to less experienced administrative staff.

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Carnegie Mellon University’s Division of Student Affairs is seeking applicants for the position of Executive Assistant to the Associate Vice President of Student Affairs for Community Engagement. Reporting to the Associate Vice President of Student Affairs for Community Engagement and Director Athletics, this position is responsible for setting priorities and managing the execution of the administrative functions of the Associate Vice President’s (AVP) Office. The successful candidate will manage and organize the AVP’s schedule, meetings with internal and external constituents, and prepare the AVP for meetings and events, in a complex and fast-changing environment.

This position requires a substantive understanding of divisional and departmental mission and objectives, critical projects, key partners (e.g., faculty, students, alumni, donors), challenges and opportunities. Within parameters set by the AVP, the successful candidate will work with internal colleagues and university partners to answer questions, address concerns, and to make decisions that ensure smooth operations within the office and to ensure projects are 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.

While this role reports directly to the AVP, the successful candidate will work collaboratively with and support departmental senior leadership. This role will also serve as the coordinator for Athletics departmental coach and personnel onboarding, event planning and scheduling, and other administrative support functions.

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Core Responsibilities include:

• Manages the administrative responsibilities of the Associate Vice President, including calendar management.

• Prepares and manages incoming and outgoing correspondence, memos, drafts communication, presentations, and responses to inquiries.

• Identifies administrative priorities for the department and may bring new or pending issues to the attention of the AVP and his leadership team.

• Provides general administrative support to the Athletics department and leadership team.

• Coordinates logistical details for departmental meetings and events.

• Arranges travel and manages travel expenses for the AVP and senior leaders of the department.

• Serves as a resource to less experienced administrative staff.

• May serve as receptionist as necessary.

• Other duties as assigned.

You should demonstrate:

• Excellent organization and planning skills

• Excellent verbal and written communication abilities

• Ability to work and thrive in a fast-paced, deadline-driven environment

• Demonstrated fluency in Microsoft Word, Outlook, Gmail and Microsoft Excel and PowerPoint required

• 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

• Ability to work collaboratively within the department, division, and across the university

• 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 Department of Athletics, Physical Education and Recreation. 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

• A minimum of 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, PA

Job Function

Executive Administrative Support

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: 

• Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world. 

• Click here to view a listing of employee benefits

• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran. 

• Statement of Assurance

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