Senior Administrative Coordinator, Alumni & Donor Relations

Carnegie Mellon University; Pittsburgh (Allegheny County); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Retirement plan

Tuition benefits

Paid time off

Job summary

Carnegie Mellon University’s Tepper School of Business Advancement and Alumni Engagement team seeks a Senior Administrative Coordinator to provide executive support, manage day-to-day office operations, and coordinate donor and visitor experiences. You will liaise across CMU and Tepper, handle confidential records, and support special projects with a focus on efficiency and relationship-building.

The role emphasizes initiative, superior organization, technological savvy, and a strong

Qualifications

• Excellent written and verbal communication skills.
• Strong organizational skills and exceptional attention to detail.
• Dependability and sound judgment.
• A customer-focused mindset.
• Ability to build relationships with a wide variety of constituents.
• Initiative and a proactive approach to problem-solving.
• Curiosity and a desire to understand processes and outcomes.
• Comfort learning and utilizing new technologies and systems.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Manage and maintain the calendar of the Associate Dean for Advancement and Alumni Engagement.
• Prepare presentations, charts, reports, PDFs, meeting materials, and other administrative documents.
• Provide general technology support for meetings, presentations, and office operations.
• Coordinate departmental meetings, including scheduling, agenda preparation, note taking, and distribution of meeting summaries.
• Maintain confidential records and exercise discretion when handling sensitive information.
• Complete special projects and administrative assignments as requested by advancement leadership.
• Serve as the first point of contact for visitors, alumni, donors, volunteers, faculty, staff, and other guests.
• Create a welcoming and professional office environment.
• Manage conference room scheduling, usage, and availability.
• Maintain office supplies, storage areas, filing systems, and shared office resources.
• Manage Advancement-branded materials and swag inventory, including tracking, ordering, and replenishment.
• Coordinate office events and staff engagement activities, including quarterly team gatherings.
• Support onboarding and day-to-day supervision of student workers assigned to the office.
• Answer inquiries, resolve routine issues, and direct more complex matters to the appropriate team members.
• Coordinate logistics for donor, alumni, and volunteer visits.
• Prepare visit materials, itineraries, gift bags, digital signage, and other visit-related resources.
• Enter and maintain visitor and engagement information within Tartan360 (T-360).
• Process and track VIP acknowledgment letters and related stewardship activities.
• Support advancement initiatives through accurate data entry, coordination, and administrative follow-up.
• Assist with special projects that enhance alumni engagement and donor stewardship efforts.
• Develop a strong understanding of Carnegie Mellon University and the Tepper School of Business.

Skills

Communication

Organization

Attention to detail

Customer service

Relationship building

Initiative

Problem solving

Adaptability

Education

High school diploma or GED

3-5 years administrative support experience

Job description

Carnegie Mellon University’s Tepper School of Business Advancement and Alumni Engagement team seeks a Senior Administrative Coordinator to provide executive support, manage day-to-day office operations, and coordinate donor and visitor experiences. You will liaise across CMU and Tepper, handle confidential records, and support special projects with a focus on efficiency and relationship-building.

The role emphasizes initiative, superior organization, technological savvy, and a strong