Administrative Assistant - Learnvia

Learnvia is a new Carnegie Mellon University initiative focused on transforming post-secondary math education through research-driven, AI-enhanced courseware. As part of CMU’s broader efforts in learning science and educational technology, Learnvia collaborates closely with faculty, researchers, and institutional partners to develop innovative, evidence-based learning experiences. We are seeking a highly organized and proactive Administrative Assistant to support our leadership team and operations. This role will be integral to ensuring seamless coordination across projects, facilitating communication, and supporting the day-to-day administrative functions that enable Learnvia to achieve its mission.
This role requires exceptional organizational, communication, and problem-solving skills. The ideal candidate will be able to work independently while effectively managing multiple priorities in a fast-paced and evolving environment. The Administrative Assistant will play a key role in coordinating day-to-day operations, facilitating collaboration across teams, and ensuring smooth administrative functions for the organization.

Core responsibilities include:

• Support Learnvia’s team with scheduling, communications, procurement, and logistics, ensuring smooth coordination of meetings, events, and travel.
• Maintain and manage organizational records, correspondence, and key operational documents.
• Assist in preparing reports, presentations, and internal communications, ensuring clarity and professionalism.
• Assist with budget tracking and financial documentation, ensuring alignment with grant and institutional guidelines.
• Assist with hiring processes, onboarding new team members, and maintaining HR-related documentation.
• Liaise with CMU administrative offices to facilitate operational needs, including finance, HR, and IT support.
• Provide logistical support for events, workshops, and faculty advisory board meetings.
• Maintain confidentiality and exercise sound judgment in handling sensitive information.
• Identify areas for improved efficiency in administrative workflows and propose solutions.
• Other duties and responsibilities as assigned to support the success of Learnvia

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can 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:

• Strong organizational and multitasking abilities, with attention to detail and accuracy.
• Excellent verbal and written communication skills, with the ability to draft clear and professional correspondence.
• Ability to work independently, take initiative, and solve problems proactively.
• Comfort with learning new tools and technologies related to administrative and project management.
• Ability to adapt to a dynamic work environment and support multiple projects simultaneously.
• A team-oriented mindset, with strong interpersonal skills and a commitment to Learnvia’s mission.
• Ability to meet deadlines, work under pressure, and with frequent interruptions.

Qualifications:

• Bachelor’s degree required.
• Minimum of five years of administrative experience, preferably in an academic or nonprofit setting.
• Familiarity with financial tracking, budgeting, and expense management.
• Proficiency in Microsoft Office, Google Workspace, and other productivity software.
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

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 the sponsorship of an employment visa for this opportunity.  Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.
• A remote work option may be available for candidates with residency in Pennsylvania, California, New York, Virginia, or Washington, DC.  All approved remote work arrangements are subject to an approved remote work agreement (RWA) as part of any offer of employment.
• Travel Requirements: You should be able to travel both domestically and internationally and be willing to work outside normal business hours as needed.
• Funding: This is a grant-funded position.
• Fixed Term: This is a fixed-term position with an estimated duration through June 30, 2025. 

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

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. 

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Remote

Job Function

Administrative Support and Coordination

Position Type

Staff – Fixed Term (Fixed Term)

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: