Administrative Coordinator - College of Engineering - Civil and Environmental Engineering

Carnegie Mellon University•Pittsburgh, PA

5d•Onsite

About The Position

Carnegie Mellon University's Civil and Environmental Engineering Department is seeking an organized, detail-oriented Administrative Coordinator to support undergraduate and graduate academic operations. The role manages student data entry and records in S3 and departmental databases, student and course paperwork, and student hiring transactions in Workday. The coordinator works with faculty, academic advisors, and the University Registrar on course scheduling, course needs, and degree-progress support. The position follows a standard full-time onsite schedule, with some evening or weekend work required for student events.

Requirements

Bachelor's degree, or an equivalent combination of education and experience.
At least 2 years of administrative, academic, or office coordination experience.
Strong attention to detail and accuracy in data entry and recordkeeping.
Proficiency with Microsoft Excel, including sorting, filtering, and basic formulas, and Microsoft 365 or Google Workspace tools.
Ability to handle a high volume of transactions and competing deadlines, especially during semester start-up in August–September and December–January.
Clear, professional written and verbal communication with students, faculty, and staff.
Discretion with confidential student information in line with FERPA.
Ability to learn new enterprise systems quickly.
Successful background check.
Comparable knowledge demonstrated through a combination of education and relevant experience may be considered.

Nice To Haves

Experience in a higher-education academic department or student services office.
Hands-on experience with Workday, including student or hourly hiring, onboarding, or time tracking.
Experience with a student information system, ideally CMU's S3, and degree-audit tools such as Stellic.
Familiarity with course scheduling, registrar processes, waitlists, or graduate aid processing.
Experience supporting ABET or other accreditation and compliance reporting.
Purchasing or procurement experience in a university setting.
Experience supporting events such as orientation, open house, or commencement.

Responsibilities

Enter and maintain student data in S3 and departmental databases and spreadsheets; create and maintain student files.
Process paperwork and forms for students, courses, and programs, including NAPP, graduate forms, and certifications.
Process graduate aid and scholarships, answer Student HUB account questions, and coordinate student grants such as the Fenves Travel Grant, Hendrickson, and commencement grants.
Run student hiring processes in Workday for PhD appointments, hourly student hires including TA and grader transactions, program assistants, and other ad hoc roles; manage letters, onboarding, and offboarding.
Work with instructors and the University Registrar to build the undergraduate and graduate course schedule each semester.
Collect instructor course needs before each semester, route requests appropriately, and fulfill requests, including course purchasing.
Maintain undergraduate and graduate course waitlists.
Ensure faculty and delegates meet course deadlines, including final exam timing and grade entry, particularly for Independent Study, Research Projects, and Seminar.
Take attendance at graduate seminars and process attendance waivers.
Support academic advisors with degree audits in Stellic, academic compliance, and progress-to-degree tracking.
Support Leadership and Academic teams with academic processing and forms.
Assist with the department's ABET accreditation process each semester.
Assist with student events, including Open House, yield events, Commencement, and undergraduate and graduate Orientation.
Coordinate the student–alumni mentoring program by recruiting applicants, matching students with alumni, and providing ongoing support.
Perform other duties as assigned.