Administrative Coordinator - College of Engineering - Electrical and Computer Engineering

Carnegie-Mellon-University; Pittsburgh (Allegheny County); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Tuition benefits

Paid time off

Retirement plan

Bus pass

Fitness center

Job summary

Carnegie Mellon University in Pittsburgh seeks an Administrative Coordinator within the Electrical and Computer Engineering Department to provide coordinating, administrative, and clerical support for programs and projects.

The role reports to the ECE business manager and collaborates with the operations manager and staff to ensure smooth operations; a background of 3–5 years in administrative support is preferred, with strong organization and communication skills.

Qualifications

• The role requires 3-5 years of administrative support experience.
• Strong organization, planning, and problem-solving abilities.
• Excellent interpersonal and communication skills.
• Experience with visa processes or international programs is a plus.

Responsibilities

• Participate in shared services administrative mailbox support.
• Coordinate visa-related documents for international students and visiting scholars.
• Assist with seminar logistics and event planning.
• Make reservations for conference rooms and handle room setup.
• Perform other duties as assigned by the department.

Skills

Administrative support

Problem solving

Interpersonal skills

Organization

Calendar management

Travel planning

Communication

Education

High School Diploma/GED

Associate degree

Tools

Computer literacy

Job description

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!

The Department of Electrical and Computer Engineering ranks among the best in the country. Our research programs are at the forefront of the technologies that have changed the world we live in. Our interdisciplinary approach to education and research allows faculty and student across the university and beyond to collaborate on problems that have a significant impact on the world around us. The ECE Department, part of the College of Engineering, is a large and diverse academic community, and includes global research and teaching efforts through extensions of our Pittsburgh academic programs and research in Silicon Valley, Portugal, Africa, and Thailand. The Department of Electrical and Computer Engineering is seeking an Administrative Coordinator that will report to the ECE business manager and works with the ECE operations manager and other department and administrative services team members to ensure that the project and/or program is run smoothly. The Administrative Coordinator is responsible for providing coordinating, administrative, and secretarial/clerical assistance for specific programs and projects. May be the only support staff for a particular program/project area. Requires in-depth knowledge and understanding of the practices, policies, and procedures of the area.

Core Responsibilities

• Participate in the department’s shared services administrative mailbox support.
• Complete assigned requests on a rotating schedule.
• Assists with the coordination of the ECE visa process, at the department level, for ECE’s international graduate students, undergraduate student interns, visiting faculty, visiting research scholars, and postdoctoral research associates.
• Responsible for processing documents annually for 200+ students and scholars in F, J and H-1B to apply for U.S. visas.
• In coordination with senior department staff and the Office of International Education this role will advise on immigration matters related to university policies and procedures and will serve as an advisor to department faculty and staff on matters related to hosting international students and scholars as paid or unpaid visiting researchers.
• Will assist with the production of visa documents.
• May assist with logistics of the departments Visitor and Graduate Seminars including seminar planning and scheduling, guest speaker coordination, event logistics, communication and promotion.
• Make reservations for conference and meeting rooms, assist with room requirements, setup and clean up.
• May assist with administrative duties for the department’s Qual exams.
• Performs related duties as assigned.

Qualifications

• High School Diploma/GED; Associate degree preferred
• 3-5 years’ experience with: Administrative support
• Problem solving and reasoning skills
• Interpersonal skills
• Organization and planning skills
• Higher education experience
• Confidentiality
• Event planning
• Computer literacy
• Calendar management
• Travel planning
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Preferred Experience

• Knowledge of F, J and H1-B immigration regulations

Requirements

• Successful background check

Benefits

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

Equal Opportunity Statement

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran. Statement of Assurance

Location Pittsburgh, PA

Job Function Administrative Support and Coordination

Position Type Staff – Regular Full Time/Part time Full time Pay Basis Hourly

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

For technical assistance, email HR Services or call 412-268-4600. We are committed to providing an accessible experience throughout our recruitment process. If you need assistance or a reasonable accommodation at any stage of the application, interview, or hiring process, please contact Equal Opportunity Services by email at [e-mail] or by phone at 412-268-5072.