Administrative Coordinator - College of Engineering - Electrical and Computer Engineering

Carnegie Mellon University; Pittsburgh (Allegheny County); On-site; USD 31,684 - 46,838; Full time

Benefits offered by this job

Bus pass

Family concierge

Fitness center access

Tuition benefits

Paid time off and holidays

Life insurance

Job summary

Carnegie Mellon University’s Department of Electrical and Computer Engineering seeks an Administrative Coordinator to ensure smooth program operations. The role reports to the ECE business manager and coordinates visa processing for international students, interns, visiting faculty and researchers, including document preparation and scheduling across programs.

The ideal candidate has a high school diploma or GED, 3–5 years of administrative experience, strong organization and confidentiality,

Qualifications

• High School Diploma/GED required; Associate degree preferred.
• 3–5 years of administrative support experience.
• Strong problem solving, interpersonal, organizational and planning skills.
• Higher education experience preferred; confidentiality essential.
• Event planning and calendar management experience.
• Travel planning experience.

Responsibilities

• Participate in the department’s shared services administrative mailbox support.
• Assist with coordination of the ECE visa process for international graduate students, interns, visiting faculty, scholars and postdocs.
• Process documents annually for 200+ students and scholars in F, J and H‑1B visa categories.
• Advise on immigration matters in line with university policies and serve as advisor to faculty/staff on hosting international students and researchers.
• Assist with production of visa documents.
• Assist with logistics for seminars including planning, scheduling, guest coordination and event logistics.
• Make reservations for conference rooms, assist with room requirements, setup and cleanup.
• Assist with administrative duties for the department’s Qual exams.
• Perform related duties as assigned.

Skills

Administrative support

Problem solving

Interpersonal skills

Organization and planning

Higher education experience

Confidentiality

Event planning

Computer literacy

Calendar management

Travel planning

Education

High School Diploma/GED

Associate degree preferred

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 students 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 work with the ECE operations manager and other department and administrative services team members to ensure that the project and/or program runs smoothly. The Administrative Coordinator is responsible for providing coordinating, administrative, and secretarial/clerical assistance for specific programs and projects and 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.
• Assist 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

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

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