At the SEI AI Division, we conduct research in applied artificial intelligence and the engineering questions related to the practical design and implementation of AI technologies and systems. We currently lead a community-wide movement to mature the discipline of AI Engineering for Defense and National Security.
As our government customers adopt AI and machine learning to provide leap-ahead mission capabilities, we
Build real-world, mission-scale AI capabilities through solving practical engineering problems
Discover and define the processes, practices, and tools to support operationalizing AI for human-centered, robust, secure, and scalable mission capabilities
Prepare our customers to be ready for the unique challenges of adopting, deploying, using, and maintaining AI capabilities
Identify and investigate emerging AI and AI-adjacent technologies that are rapidly transforming the technology landscape
Are you creative, curious, and collaborative? Do you enjoy doing meaningful and complex work? Are you interested in making a difference by bringing innovation to government organizations and beyond? Apply to join our team.
This position provides a wide variety of administrative support for the Pittsburgh-based technical staff of the AI Division of the Software Engineering Institute, including, but not limited to, office support; scheduling and supporting meetings and workshops; reserving conference rooms; making travel arrangements; generating and submitting travel reimbursements; generating correspondence, reports, and presentations; and performing related duties as assigned. Key responsibility is providing high-quality, professional, and efficient administrative support to all program members, while ensuring the AI Division and SEI policies and procedures are followed. This position will be support to our SR Administrators.
Independence and Proactivity: You have excellent organizational, analytical, reasoning and problem solving skills. You can work independently and can meet deadlines while balancing competing priorities. You display a willingness to assume responsibility and exercise good judgment.
Organization and Leadership: You are confident in developing effective processes, practices, and infrastructure to successfully support people and projects. You are able to multi-task in a fast-paced, collaborative environment. You maintain accurate and detailed records.
Team Interaction: You have exceptional oral, written, and interpersonal communication skills. You can interact effectively with both the SEI and CMU communities as well as external customers.
Continuous Improvement: You are self-motivated and you are always working to learn new skills. You naturally look for ways you can improve your work environment, even when that means challenging the status quo.
Policies, Procedures, and Tools: You are familiar with or able to quickly learn SEI and CMU policies and procedures. You are proficient in all Microsoft Office products. You can produce presentation materials in various formats. You look for and implement ways to streamline procedures.
Operational support for Division staff in Pittsburgh and remote locations: You will assist the SR Administrators with onboarding new employees into the Division. You will assist with the logistical transition of employees from Pittsburgh-based to remote, and make sure they are set up properly to work effectively. You will use independent judgement, interpret policies and practices, and exercise discretion to serve as the primary daily contact for operational activities, including but not limited to, IT affairs, facilities, contract requests, and business services. You will also plan travel, process expense reports and assist SR administration with miscellaneous tasking.
Coordinating Division activities: You will help organize, coordinate, and manage logistics for various Division activities such as Design and Development Reviews and Demo Days, special projects, and off sites. You will partner with division project manager and senior administrators to help execute divisional activities.
Knowledge, Skills and Abilities:
CommunicationandCollaboration: You are an exceptional communicator and can interact collaboratively and diplomatically with customers and colleagues at all levels of experience and knowledge. You grasp the big picture, direction, and goals of an effort while having the natural ability to dig into the details on problems and provide support and direction.
Dedication and Motivation: You can meet deadlines while multi-tasking-sometimes under pressure and with shifting priorities. You are self-motivated and can work toward a common vision with little oversight.
CreativityandInnovation: You are creative and curious, and you are inspired by the prospect of collaborating with premier researchers and visionaries at Carnegie Mellon University and innovation-focused organizations. You quickly learn new procedures, techniques, and approaches.
KnowledgeandLearning: You are a skilled and organized administrator, and you are eager to learn about the work we do with AI.
High school diploma and 3-5 administrative experience.
Moderate travel to various locations to support the SEI's overall mission. This includes within the SEI and CMU community, sponsor sites, conferences, and offsite meetings on occasion. (25% travel)
Subject to a background investigation and eligible to obtain and maintain a Department of Defense security clearance.
Job Function Breakdown:
50% Uses independent judgement, interprets policies and practices, and exercises discretion to serve as the primary daily contact for operational activities, including but not limited to, IT affairs, facilities, contract requests, business services, etc. Oversees and manages organization and coordination, and provides and handles logistics for various Division activities such as Design and Development Reviews and Demo Days, special projects and off sites. Researches issues, highlights deficiencies, and recommends solutions to Division leadership to assist in resolving critical areas of administration and coordination. Participates and contributes to management meetings regarding business aspects and issues of all Division technical work Plans and serves as the primary contact for onboarding new employees into the Division. Leads and oversees plan and execution of outreach and relations between SEI AI Division and former SEI AI Division interns. Researches information for contracts and agreements with vendors and coordinates the preparation and submission of contract documents. Independently conducts financial analysis using formulas and policies and makes recommendations regarding such things as: employee communications allowances, complex purchase requests and subcontracts, etc. Effectively builds and maintains relationships with other departments and all levels of within the organization. Acts as a Division ambassador within the SEI and beyond by actively promoting the Division's mission, vision and values.
25 % Advises and assists while providing direct high-level administrative support to Director (SEI Executive level leader) and other Division leadership staff. Administratively and operationally supports all Division staff administration and coordination activities for the Division. Proactively takes independent action to complete any outstanding action items that can be completed without input from Division leadership.
20% Plans, executes and serves as point of contact for conferences and meetings. Works with internal and external stakeholders on implementing requirements for the planning of meetings, customer visits, conferences, workshops, prepares agendas; and makes arrangements for adequate facilities and support. Directly contributes to technical work by participating in Division communications and outreach. Assists with other operational duties relevant to technical projects and provides input.
5% Special projects and other duties as assigned to ensure effective and successful Division operations.
CMU's COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.
Administrative Support and Coordination
Staff - Regular
Full time/Part time
Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world.
Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.