Administrative Coordinator - College of Engineering - Electrical and Computer Engineering

Carnegie Mellon University•Pittsburgh, PA

2d•Onsite

About The Position

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 Department of Electrical and Computer Engineering ranks among the best in the country. Our research programs are at the forefront of the technologies that have changed the world we live in. Our interdisciplinary approach to education and research allows faculty and student across the university and beyond to collaborate on problems that have a significant impact on the world around us. The ECE Department, part of the College of Engineering, is a large and diverse academic community, and includes global research and teaching efforts through extensions of our Pittsburgh academic programs and research in Silicon Valley, Portugal, Africa, and Thailand. The Department of Electrical and Computer Engineering is seeking an Administrative Coordinator that will report to the ECE business manager and works with the ECE operations manager and other department and administrative services team members to ensure that the project and/or program is run smoothly. The Administrative Coordinator is responsible for providing coordinating, administrative, and secretarial/clerical assistance for specific programs and projects May be the only support staff for a particular program/project area. Requires in-depth knowledge and understanding of the practices, policies, and procedures of the area.

Requirements

High School Diploma/GED; Associate degree preferred
3-5 years’ experience with: Administrative support
Problem solving and reasoning skills
Interpersonal skills
Organization and planning skills
Higher education experience
Confidentiality
Event planning
Computer literacy
Calendar management
Travel planning
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
Successful background check

Nice To Haves

Knowledge of F, J and H1-B immigration regulations

Responsibilities

Participate in the department’s shared services administrative mailbox support. Complete assigned requests on a rotating schedule.
Assists with the coordination of the ECE visa process, at the department level, for ECE’s international graduate students, undergraduate student interns, visiting faculty, visiting research scholars, and postdoctoral research associates.
Responsible for processing documents annually for 200+ students and scholars in F, J and H-1B to apply for U.S. visas.
In coordination with senior department staff and the Office of International Education this role will advise on immigration matters related to university policies and procedures and will serve as an advisor to department faculty and staff on matters related to hosting international students and scholars as paid or unpaid visiting researchers.
Will assist with the production of visa documents.
May assist with logistics of the departments Visitor and Graduate Seminars including seminar planning and scheduling, guest speaker coordination, event logistics, communication and promotion.
Make reservations for conference and meeting rooms, assist with room requirements, setup and clean up.
May assist with administrative duties for the department’s Qual exams.
Performs related duties as assigned.
Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.