Senior Administrative Coordinator - CMU Office of the President

Carnegie Mellon University; Pittsburgh (Allegheny County); Vor Ort; USD 30.000 - 47.000; Vollzeit

Benefits dieser Stelle

Medical, dental, vision insurance

Employer retirement contributions

Tuition benefits

Paid time off and holidays

Free Pittsburgh Regional Transit bus 2

Family Concierge support

Fitness center access

Zusammenfassung

Carnegie Mellon University in Pittsburgh seeks a Senior Administrative Coordinator to deliver high-level executive support for the President's Office. The role combines calendar management, travel planning, venue coordination, and cross‑functional project support in a fast-paced environment.

You will liaise with internal partners and external stakeholders, manage confidential information, prepare documents, and support strategic initiatives with a focus on operational excellence.

Qualifikationen

• Minimum five years of relatable administrative support experience.
• Experience in fast-paced, changing environments.
• Willingness to handle diverse tasks to support the President's office.

Aufgaben

• Oversee operations for executive conference rooms, scheduling and access management.
• Manage supply chain, procurement, and vendor communications for President’s Office.
• Prepare, verify, and process executive expense reports and vendor invoices.
• Maintain discretion with sensitive university matters and provide backup support.
• Primary liaison for internal and external stakeholders and executives.
• Oversee front-desk operations and manage executive-level guests.

Kenntnisse

Administrative support

Calendar management

Travel arrangements

Stakeholder liaison

Document preparation

Ausbildung

High School Education or GED

Bachelor's Degree preferred

Jobbeschreibung

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

• 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 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!

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 appreciate your unique skills and the perspective you bring.

When you join our staff, you’ll become an important part of our mission to create a healthier, safer, and more just life for all.

We cultivate a vibrant, welcoming environment where everyone is valued and encouraged to contribute and achieve.