Administrative Coordinator - College of Engineering - Integrated Innovation Institute (iii)

Carnegie Mellon University•Pittsburgh, PA

3d•Onsite

About The Position

Carnegie Mellon University's Integrated Innovation Institute (iii) is seeking a talented Administrative Coordinator for its Pittsburgh campus. This role provides professional support for the iii across both Pittsburgh and Silicon Valley campuses. The ideal candidate will have prior administrative support experience, preferably in higher education, and possess strong interpersonal, communication, and technological skills. The iii values inclusion, collaboration, and cultural sensitivity, seeking a team member who can interact effectively with diverse internal and external partners with integrity and polish, even under stress, and who supports the university's mission.

Requirements

High School diploma or GED
3-5 years of Administrative Support Experience
Excellent Interpersonal Skills
Excellent Organization and Planning Skills
Excellent Problem-Solving and Reasoning Skills

Nice To Haves

Experience with Higher Education is preferred
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Provide day-to-day administrative support for iii staff, faculty, and students.
Act as the first point of contact for students and visitors, triaging questions and general requests.
Serve as a liaison between the iii, other departments, and external contacts.
Support department-level calendars and coordinate team-wide meetings.
Process cleaning and maintenance service requests with Facilities Management Services (FMS).
Maintain iii facilities, classroom, student studio, conference room, and building maintenance, including restocking supplies and keeping spaces orderly.
Process expense reports, purchase orders, and supply orders for iii faculty/staff and students.
Serve as a liaison between iii staff and faculty, external suppliers and vendors, and the University Contracts Office.
Participate in college-wide buyer and similar resources groups.
Post jobs to recruit student workers and manage student employment transactions.
Onboard and offboard student workers, ensuring compliance with university policies and procedures.
Serve as a resource for student employment within the iii.
Coordinate and communicate student worker employment processes, including hiring documentation, onboarding requirements, timekeeping procedures, work authorization, policy updates, and offboarding responsibilities.
Serve as the point person for iii facilities, classroom, conference rooms, and building maintenance.
Support iii faculty/classroom needs, including distance-learning needs with the CMU SV campus and remote students.
Troubleshoot A/V issues and proactively address technology concerns in iii classrooms.
Support iii special events and projects throughout the academic year.
Send and receive mail and packages on behalf of the department and iii staff/faculty.
Prepare agendas, assemble data, set up and coordinate arrangements for meetings, conferences, workshops, etc.
Take and distribute minutes.
Gather data and produce statistical and narrative reports for meetings.
Provide general office management, including setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, and paying bills.
Provide clerical/secretarial support for the program/project area.
Coordinate various clerical aspects of programs or projects, such as data collection, mass mailings, circulating journal submissions, managing project deadlines, commencement, lecture series, and travel arrangements.
Provide in-depth information to faculty, staff, students, outside associates, and the general public concerning particular programs and projects.
Serve as the initial contact and liaison, providing information/coordination via phone or in person for funding agencies or other outside associations.
Provide general information regarding research and non-research contracts.
Provide general information regarding undergraduate and graduate programs, such as advisors, admissions process, faculty contacts, and required courses.
Serve as liaison with various campus departments, including physical plant for building maintenance and work order completion, or property management for tagging and tracking department equipment.
Perform additional responsibilities as assigned.