Senior Administrative Coordinator – Tepper School of Business

Carnegie Mellon University; Pittsburgh (Allegheny County); On-site; USD 28,000 - 44,000; Full time

Benefits offered by this job

Tuition benefits

Paid time off

Pittsburgh bus pass

Family Concierge support

Job summary

Carnegie Mellon University’s Tepper School of Business seeks an experienced administrative coordinator to provide advanced support to the business manager, director, or department head, handling Workday transactions, payroll paperwork, and complex clerical tasks.

Key duties include managing meetings, coordinating with Finance, HR, and budget teams, monitoring procurement and expenses, onboarding new staff, and guiding staff on policies.

Qualifications

• Experience processing personnel, payroll, financial, or administrative transactions within an enterprise system such as Workday.
• Experience with purchasing, accounts payable, expense reimbursement, and budget monitoring activities.
• Experience using financial systems such as Oracle.
• Strong attention to detail and ability to maintain accurate records.
• Excellent organizational, communication, and customer service skills.
• Ability to interpret and apply policies, procedures, and guidelines with accuracy and consistency.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Responsibilities

• Process Workday transactions for student job appointments, changes, and terminations.
• Create, track, review, and monitor purchase orders in accordance with University policies.
• Review invoices for accuracy and facilitate timely payment processing.
• Coordinate with vendors and University departments to resolve purchasing issues.
• Assist with recruitment activities, onboarding, and staff training.
• Provide information and guidance regarding departmental policies and procedures.

Skills

Workday transactions

Purchasing & AP

Expense reimbursement

Oracle financials

Attention to detail

Organization & communication

Education

High school diploma or GED

3-5 years administrative support experience

Tools

Workday

Oracle

Job description

Carnegie Mellon University’s Tepper School of Business. This is anexciting opportunity for someone who thrives in an interesting andchallenging work environment. You will contribute to the departmentby providing support by being r esponsible for providing advancedadministrative support for the business manager, director ordepartment head. Provides assistance for more complex programs andprojects that require advanced administrative skills and in-depthknowledge of department practices, policies, procedures andprograms. This may include oversight of workflow, leading otheradministrative coordinators, distributing work, handlingpayroll/personnel paperwork, reviewing and processing invoices,coordinating and scheduling meetings, seminars and conferences. Mayperform secretarial/clerical tasks.

Core responsibilities include:

Workday Transaction Processing

• Process and manage Workday transactions, including student jobappointments, changes, and terminations.
• Process student prizes, awards, stipends, faculty activity pay,and other department personnel and payment transactions.
• Review and facilitate Teaching Assistant Credit (TAC) requests,ensuring faculty allocations for student support align withapproved guidelines and based on course enrollment.
• Maintain accurate job profiles, records, and supportingdocumentation within Workday.
• Collaborate with faculty, staff, and the Finance Managers toensure timely, accurate, and compliant transactionprocessing.

Procurement, Purchasing, and Accounts Payable

• Create, track, review, and monitor purchase orders inaccordance with University policies and procedures.
• Review invoices for accuracy and completeness and facilitatetimely payment processing.
• Coordinate with vendors and University departments to resolvepurchasing and payment-related issues.
• Assist with monitoring departmental expenditures and budgetactivity.

Financial Review, Expense Management, and Compliance

• Review and approve procurement card transactions, travelreimbursements, student reimbursements, and other expense-relatedtransactions.
• Utilize Oracle and other financial systems to review financialactivity, validate charge strings, monitor available funding, andensure expenses are appropriately charged.
• Ensure financial transactions comply with Universityprocurement, travel, and financial policies.
• Ensure proper supporting documentation for financialtransactions.
• Assist with financial reporting and provide budget-relatedinformation as needed.

Administrative and Departmental Support

• Provide administrative support to department leadership,including coordinating meetings, maintaining calendars, processingmail, reserving rooms, and arranging catering and equipment.
• Assist with recruitment activities, including interviewscheduling, candidate itineraries, and documentationcollection.
• Assist with onboarding and training of new staff and studentemployees.
• Serve as a departmental liaison with University offices. Ex.Finance, Human Resources, Budget, Registrar, Property Management,and other administrative units, as well as externalorganizations.
• Collect, organize, and prepare reports, data, and otherdepartmental documentation.
• Coordinate and support special projects as assigned.
• Provide information and guidance regarding departmental andUniversity policies and procedures to faculty, staff, students, andexternal stakeholders.
• As a senior administrative coordinator, may assist withmonitoring workflow, work priorities, and the distribution of workto staff and student employees.
• Act on behalf of the department head or business manager, asdirected, during periods of absence.
• Identify opportunities for process, policy, and serviceimprovements.
• Provide timely, professional, and customer-focused service tointernal and external stakeholders.
• Other duties as assigned

Adaptability, excellence, and passion are vital qualities withinCarnegie Mellon University. We are in search of a team member whocan effectively interact with a varied population of internal andexternal partners at a high level of integrity. We are looking forsomeone who shares our values and who will support the mission ofthe university through their work.

You should demonstrate:

• Experience processing personnel, payroll, financial, oradministrative transactions within an enterprise system such asWorkday.
• Experience with purchasing, accounts payable, expensereimbursement, and budget monitoring activities.
• Experience using financial systems such as Oracle.
• Strong attention to detail and ability to maintain accuraterecords.
• Excellent organizational, communication, and customer serviceskills.
• Ability to interpret and apply policies, procedures, andguidelines with accuracy and consistency.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Qualifications:

• High school diploma or GED required
• 3-5 years of administrative support experience required

A combination of education and relevant experience from whichcomparable knowledge is demonstrated may be considered.

Requirements:

• Successful completion of a pre-employment backgroundcheck

Additional Information:

• Successful completion of a pre-employment backgroundcheck
• Applicants for this position must becurrently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employmentvisa for this opportunity. Carnegie Mellon is not a qualifyingemployer for the STEM OPT benefit: only the 12-month OPT may beused to work at Carnegie Mellon.
• This is a fulltime (37.5 hours/week), non-exemptposition based in Pittsburgh, PA
• Work Posture: This position is operating on a hybridschedule effective January 1, 2027, the expected workposture will transition to four (4) days on-site and one (1) dayremote per week. Continuation of any hybrid work arrangement isnot guaranteed and will be subject to further evaluation based on university policy, business needs, and institutionalapproval.

• Remote Work: A remote work option may be availablethrough December 2026 for candidates who reside in Pennsylvania,California, New York, Virginia, or Washington, D.C. Any approvedremote work arrangement is contingent upon the successful executionof a Remote Work Agreement (RWA) as part of the employment offerprocess. Continuation of a remote work arrangement beyond December2026 is not guaranteed and will be subject to further evaluationbased on university policy, business needs, and institutionalapproval.

Joining the CMU team opens the door to an array of exceptionalbenefits.

Benefits eligible employees enjoy a wide array ofbenefits including comprehensive medical, prescription, dental, andvision insurance as well as a generous retirement savings program with employercontributions. Unlock your potential with tuition benefits , take well-deserved breaks withample paid time off and observed holidays , and rest easy with life and accidentaldeath and disability insurance.

Additional perks include a free Pittsburgh Regional Transit buspass, access to our Family Concierge Team to help navigatechildcare needs, fitness center access , and much more!

At Carnegie Mellon, we value the whole package when extendingoffers of employment. Beyond credentials, we evaluate the role andresponsibilities, your valuable work experience, and the knowledgegained through education and training. We appreciate your uniqueskills and the perspective you bring. Your journey with us is aboutmore than just a job; it’s about finding the perfect fit for yourprofessional 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

More Information:

• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
• Statement of Assurance