Administrative Coordinator - School of Computer Science - LTI

Carnegie-Mellon-University; Pittsburgh (Allegheny County); On-site; USD 28,000 - 36,000; Full time

Benefits offered by this job

Health Insurance

Retirement plan

Tuition benefits

Paid time off

Holidays

Life and disability insurance

Transit pass

Family Concierge service

Fitness center access

Job summary

Carnegie Mellon University’s Language Technologies Institute seeks an Administrative Coordinator to provide comprehensive administrative, secretarial, and departmental workflow support. You will assist in budget reporting, travel arrangements, event planning, and course management, supporting faculty and students across the department.

The role emphasizes collaboration, reliability, and strong communication to ensure smooth operations within CMU’s dynamic academic environment in Pittsburgh.

Qualifications

• 3–5 years of administrative support experience required.
• Higher education experience is a plus.
• A combination of education and proven experience may be considered.

Responsibilities

• Arrange domestic/international travel for faculty and teams.
• Maintain calendars and coordinate scheduling with internal/external stakeholders.
• Support budget reporting and project charging accuracy.
• Build and update websites, directories, and digital archives.
• Plan and coordinate events (seminars, workshops, conferences) for on- and off-campus locations.
• Schedule TA sessions and manage course materials and grades in S3/Blackboard.
• Process reimbursements, purchases, and budget reallocations in line with policies.
• Support staff and students, and assist in training new hires.

Skills

Administrative support

Communication

Organization

Planning

Budgeting

Education

High school diploma or GED

Associate degree preferred

Tools

Box

S3 system

Blackboard

P-Card

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 Language Technologies Institute (LTI) at Carnegie Mellon University is a world‑renowned research and education hub at the forefront of natural language processing, machine learning, artificial intelligence, and human‑computer interaction. Established within the School of Computer Science, LTI pioneers innovative approaches to understanding, processing, and generating human language in both written and spoken forms. LTI is seeking a dedicated Administrative Coordinator to join the team! This position provides comprehensive administrative, secretarial, and departmental workflow support, including budget assistance and guidance to junior staff. It also involves representing the department on campus-wide projects and initiatives.

Core Responsibilities

Administrative Support

• Arranging domestic/international travel for faculty and faculty team trips.
• General administrative support such as maintaining office supplies, copying materials, hanging posters, etc.

Calendar Management

• Maintaining individual faculty calendars or other project related calendars.
• Scheduling with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, phone, etc.) are available.

Financial Reporting

• Running web reports, reviewing for project charging accuracy.

Technical Skills

• Building and running websites, shared directories, databases, social media, and/or digital information archives.
• Editing, writing, performing graphics improvements using various software and tools.
• Crafting and handling file systems using online storage systems such as Box.

Event Management

• Planning and coordinating events such as seminars, workshops, conferences, colloquium, retreats, etc., for both on- and off- campus locations.
• Including coordination of travel, transportation, meals, registration, etc.
• Planning, preparing and distributing itineraries or meeting agendas; ensuring meeting materials are produced and are available.

Course Management

• Scheduling TA sessions, copying course materials, entering grades into S3 system, handling course work through blackboard or other systems.

Transactional Accounting

• Managing expense reimbursements for faculty team travel and general business activity.
• Procures goods and services (with mentorship from campus procurement support), arranging payments using a purchasing card (P‑Card), special service payments, contracts, purchase orders, arranging wire transfers, and other means.
• P‑Card verifications.
• Processing cost redistributions.
• Ensuring purchases and expenses are properly charged in adherence to sponsored project and other internal budgets.

Additional Support

• Handling support staff or student workers through distribution of work and review of work progress.
• Assisting in the training of newly hired staff and students and providing feedback on performance.
• Performs related work and special projects as assigned.

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.

Qualifications

• High school diploma or GED required.
• Associate’s degree preferred.
• 3-5 years of administrative support experience required.
• Higher education experience a plus.
• Strong interpersonal, organizational, communication and planning skills required.
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements

• Successful completion of a pre-employment background check.

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

Benefits

• comprehensive medical, prescription, dental, and vision insurance
• generous retirement savings program with employer contributions
• tuition benefits
• paid time off
• observed holidays
• life and accidental death and disability insurance
• free Pittsburgh Regional Transit bus pass
• Family Concierge Team to help navigate childcare needs
• fitness center access

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.

Location Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular Full Time/Part time Full time

Pay Basis

Hourly

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

We cultivate a vibrant, welcoming environment where everyone is valued and encouraged to contribute and achieve. In addition to competitive benefits and a robust support network, you’ll have access to many tools and resources to sharpen your abilities and professional skills, as well as opportunities to engage and share perspectives with a dynamic and inspiring community of uniquely talented staff, faculty, students, and alumni.

For technical assistance, email HR Services or call 412-268-4600.

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.