Administrative Coordinator - Departments of Biological Sciences and Chemistry, Mellon College of Science (MCS)-2014826

Carnegie Mellon University

Pittsburgh, PA

ID: 7065567
Posted: March 26, 2020
Application Deadline: Open Until Filled

Job Description


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.

The Departments of Biological Sciences and Chemistry at MCS is searching for an Administrative Coordinator to assist both departments. This is a dynamic opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the departments by providing professional level support for purchase orders and reimbursements.

Core responsibilities include:

Processing travel and reimbursements for business expenses
Producing purchase orders, assigning charges to appropriate Oracle general ledger and grants management accounts
Working with faculty and lab personnel as well as vendors to ensure timely and accurate creation of purchase orders, and ensure compliance with university, college and department policies and procedure
Receiving in the Oracle system and working with Accounts Payable to ensure payment and detailed record keeping of these transactions
Managing central departmental files for purchase order reconciliation and serving as backup for posting of PCard transactions
Providing oversight of the departmental capital equipment inventory and working with Property Accounting to maintain department capital equipment inventory including tagging equipment and reconciliation with university database
Drafting correspondence and/or distributes information concerning purchasing, reimbursement, capital equipment, for distribution to departmental community
Providing audit assistance including review for compliance and assistance with problem solving
Serving as the department’s telecom coordinator
Providing service as liaison with FMS to insure building maintenance, work order completion, etc., in conjunction with the building manager on an as needed basis
Producing and helping process AP Redistributions as needed

High School or GED required
Minimum three years of relevant experience required; experience in a university research central office or department highly desired
2-5 year experience with Oracle Purchasing, Accounts Payable and Self Service Applications
Proven knowledge of standard terms and conditions as they apply to university funding (i.e. NSF, NIH, DOE) preferred

Background check
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:

Ability to prioritize work and balance multiple tasks simultaneously
Ability to pay close attention to detail; keep and maintain accurate and detailed records
Ability to work independently and be an integral member of a team
Excellent communication skills (written and oral)
Strong computer skills including Microsoft Office and Google Suite applications (Excel, Word, Google docs)


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