Administrative Coordinator - College of Engineering - Information Networking Institute

Carnegie Mellon University•Pittsburgh, PA

2d•Onsite

About The Position

The Administrative Coordinator supports the Information Networking Institute (INI) at Carnegie Mellon University, providing administrative assistance to the Admissions and Recruitment team and other INI functional areas. The position reports to the INI Director of Admissions and works closely with the Business Operations team. The coordinator serves as a primary contact for prospective and current graduate applicants, responding to routine questions about application requirements, deadlines, and procedures and escalating complex issues as appropriate. The role also supports financial transactions, including reconciling reports, preparing expense reimbursements, processing service contracts and Accounts Payable requests, and applying university policies and procedures. The position arranges travel for faculty, staff, students, and visitors and assists with INI events and meetings. Additional duties include managing the Winthrop Street reception desk, maintaining records in INI and university systems, reviewing admissions data, preparing and proofreading correspondence and reports, filing documents, coordinating business processes, and supporting special projects.

Requirements

High school diploma or equivalent.
At least 5 years of office experience, including working experience within an academic setting.
Valid driver’s license.
Successful completion of a background check.
A combination of education and relevant experience demonstrating comparable knowledge may be considered.

Responsibilities

Serve as a primary point of contact for prospective and current graduate applicants by phone, email, and in person.
Respond to routine inquiries about application requirements, deadlines, and procedures; assist applicants with admissions processes and escalate complex issues as appropriate while maintaining confidentiality.
Reconcile PRC reports and troubleshoot sales tax exemption issues.
Prepare expense reimbursement requests and work with Business Operations to resolve expense report audit findings and related issues.
Process service contracts, including contract review and approval requests, addendums, and renewals.
Handle Accounts Payable tasks, including entering suppliers in the CMU Oracle Financial System and preparing and processing non-employee expense reimbursements.
Interpret and implement university policies and procedures related to financial transactions.
Arrange travel, including airfare, ground transportation, and hotel reservations, for faculty, staff, students, and visitors as needed.
Assist with planning INI events such as admissions open houses, student visits, and tours, including agenda development, ordering supplies and equipment, coordinating with vendors, and working with FMS on event setup and cleanup.
Provide meeting support by scheduling meetings and information sessions, developing agendas and briefings, coordinating rooms and technical support, and taking notes.
Manage the INI Winthrop Street reception desk and entrance and provide front-desk coverage as needed.
Maintain and update records in INI and university systems, including Oracle Financials and Slate.
Review and process admissions data.
Prepare and proofread correspondence, forms, and reports for accuracy and consistency with university and INI standards.
File student, applicant, financial, alumni, and other INI documents in digital and print formats.
Coordinate business processes, manage or support special projects, and perform other duties as assigned.