Administrative Coordinator - College of Engineering - Department of Mechanical Engineering at Carnegie Mellon University

Carnegie Mellon University is a private, global research university that stands among the world's most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we invent it. If you're passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!

Innovation. Interdisciplinary collaboration. Complex problem solving. In Carnegie Mellon University's Department of Mechanical Engineering, faculty members, researchers, and students are revolutionizing focus areas in advanced manufacturing, bioengineering, computational engineering, energy and the environment, product design, and robotics. In addition, they are using their expertise in interdisciplinary research centers across the university.

Carnegie Mellon University's department of Mechanical Engineering is searching for an Administrative Coordinator to join their team. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment. You will lead and ensure that the administrative functions related to the assigned faculty support cluster are effectively carried out. (A cluster is defined as multiple faculty members and their research and academic teams including undergraduate and graduate students, research scientists, postdoctoral research associates, collaborators, visiting scholars, technicians).

Your core responsibilities will include:

• Day-to-day workflow of the cluster.
• Completing financial/administrative tasks including expense reimbursements; verifying procurement card purchases; initiating purchase order requests and assisting Department Buyer with collecting required documentation; equipment, office and technical supply purchasing.
• Leading and directing the travel arrangement process for the cluster; process forms and connect with travelers and travel providers; maintain policy compliance and resolve complications that arise before and during travel.
• Composing and preparing confidential correspondence, managing an active calendar of appointments (demonstrates significant independent judgment in identifying and prioritizing scheduling requests and resolving potential scheduling conflicts).
• Compiling documents and building agendas for academic and/or research related meetings.
• Set up Zoom meetings, S3 and Card swipe system, room reservations, schedule conference rooms for Teaching Assistants, graders, etc.
• Performs specialized administrative support work that requires the exercise of independent judgment, the application of technical skills, and detailed knowledge of University, College and Department level policies and procedures.
• Interacts directly and on behalf of the assigned cluster with internal and external constituents.
• Researches, prioritizes and follows up on incoming issues and concerns related to the assigned cluster; figures out appropriate course of action, referral or response.
• Acts as an information resource.
• Coordinates/assists with the event planning process for small research or academic related events hosted by a member of the assigned faculty support cluster (group meetings, seminars, workshops, etc.) including logistical support (catering, contracts, space reservation, remote connectivity and video communication). May assist other Department event planners with logistical support for larger events.
• Provides support for Academic Programs Coordinator: make copies, file coursework, and assist with classroom IT requests, make purchases as needed for food, course and project supplies.
• Maintains a professional appearance and demeanor at all times.
• Performs other related duties as assigned.

Inclusion and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who can effectively interact with a varied population of diverse audiences. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

• High school diploma/GED required.
• 1-3 years of administrative support experience
• Higher Education experience preferred.
• Excellent interpersonal, problem-solving, reasoning, organization, and planning skills
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements

• Successful background check

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

Those employees who are benefits eligible have the opportunity to experience the full spectrum of advantages from comprehensive medical, prescription, dental, and vision insurance to an enticing retirement savings program offering a generous employer contribution. You can also unlock your potential with tuition benefits and take well-deserved breaks with ample paid time off and observed holidays. Finally, rest easy knowing you are covered by life and accidental death and disability insurance.

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

For a comprehensive overview of the benefits that may be awaiting you, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role and responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique skills and the diverse 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

Pittsburgh, PA

Job Function

Administrative Support and Coordination

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