Senior Administrative Coordinator - CMU Office of the President

Carnegie-Mellon-University; Pittsburgh (Allegheny County); On-site; USD 34,000 - 55,000; Full time

Benefits offered by this job

Tuition benefits

Paid time off

Retirement plan

Bus pass

Family Concierge

Fitness center

Job summary

Carnegie Mellon University in Pittsburgh, PA seeks a Senior Administrative Coordinator to join the President's Office, blending executive support, facilities coordination, and strategic project work in a fast-paced environment.

You will manage front desk operations, travel and calendar planning, expense processing, and confidential communications while liaising with internal offices and external stakeholders to ensure seamless operations across the University.

Qualifications

• High School Education or GED; Associate's or Bachelor's Degree is preferred.
• A minimum of five (5) years of relatable work in an administrative support capacity.
• Experience working and supporting executive leadership is highly preferred.
• Experience working in fast-paced and changing environments.
• Willingness to work on a diverse cross-section of tasks to support the administrative operations of the President's office is a must.
• A combination of education and meaningful experience from which comparable knowledge is proven may be considered.

Responsibilities

• Front desk and facilities management: oversee operations for five executive conference rooms, including scheduling, access management, maintenance, and routine servicing.
• Office and inventory logistics: manage supply chain operations for the President's Office and shared floor spaces, directing inventory tracking, procurement, and vendor communications.
• Financial processing: prepare, verify, and process executive expense reports and vendor invoices in compliance with university policy.
• Confidentiality and compliance: maintain absolute discretion regarding sensitive university and administrative matters; provide operational backup for team members as required.
• Key liaison: act as the primary point of contact for internal institutional partners and external stakeholders.
• Executive guest experience: oversee front-desk operations; welcome, screen, and manage executive-level guests and dignitaries.
• Administrative support: calendar management, travel arrangements, meeting agendas, and minute-taking.
• Project coordination and events: assist in planning and executing special projects and strategic initiatives.

Skills

Executive support

Calendar management

Travel arrangements

Minute-taking

Front desk operations

Education

Bachelor's degree preferred

Tools

MS Office Suite

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 CMU Office of the President is excited to announce a search for a Senior Administrative Coordinator. This role combines high‑level executive administration, facilities coordination, stakeholder liaison duties, and project coordination to drive operational excellence across the department. We are hoping to find someone that enjoys a fast‑paced, never‑dull environment and an engaging team to work with and for.

Core Responsibilities

Front Desk and Facilities Management Facility and Resource Operations: Oversee operations for five executive conference rooms, including scheduling, physical/electronic access management (e.g., Citrone Room/Tepper Building), maintenance, and routine servicing.

Office and Inventory Logistics: Manage supply chain operations for the President's Office and shared floor spaces, directing inventory tracking, procurement, and vendor communications.

Financial Processing: Prepare, verify, and process executive expense reports and vendor invoices in compliance with university policy.

Confidentiality and Compliance: Maintain absolute discretion regarding sensitive university and administrative matters. Provide operational backup for team members as required.

Stakeholder Management and Communications

Key Liaison: Act as the primary point of contact for internal institutional partners (Budget Office, Registrar, Human Resources, Property Management) and external high‑profile organizational stakeholders.

Executive Guest Experience: Oversee front‑desk operations; welcome, screen, and manage executive‑level guests, donors, and dignitaries, navigating high‑touch situations with discretion and diplomacy.

Correspondence and Records: Draft and review executive correspondence for the President. Maintain digital and hard‑copy archival systems to track critical communications and workflow.

Administrative and Operations Executive Support

Deliver proactive administrative support to the President's management team, including high‑level calendar management, travel arrangements, meeting agendas, and detailed minute‑taking.

Schedule & Deadline Tracking: Monitor critical operational calendars to guarantee compliance with institutional timelines, performance reviews, and executive reporting deadlines.

Project Coordination and Strategic Initiatives

Project Coordination: Assist in the planning and execution special projects and strategic departmental initiatives, tracking timelines, deliverables, and resource allocations from initiation to completion.

Event and Program Oversight: Coordinate logistics, resource management, and cross‑functional support for high‑priority university programs, executive events, and strategic meetings.

Qualifications

High School Education or GED; Associate's or Bachelor's Degree is preferred.

A minimum of five (5) years of relatable work in an administrative support capacity.

Experience working and supporting executive leadership is highly preferred.

Experience working in fast‑paced and changing environments.

Willingness to work on a diverse cross‑section of tasks to support the administrative operations of the President's office is a must.

A combination of education and meaningful experience from which comparable knowledge is proven may be considered.

Requirements

Successful background check.

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.

Location

Pittsburgh, PA

Job Function, Position Type, Pay Basis

Job Function Administrative Support and Coordination.

Position Type Staff – Regular Full Time/Part time Full time.

Pay Basis Hourly.

Equal Opportunity Statement

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

Prospective Employee Disclosures

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.