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

Carnegie Mellon University•Pittsburgh, PA

2d•Onsite

About The Position

Carnegie Mellon University is seeking a talented candidate for an Administrative Coordinator at the Pittsburgh campus to provide professional support for the Integrated Innovation Institute (iii) across the Pittsburgh and Silicon Valley (SV) campuses. The iii aims to unite engineering, design, and business to build impactful solutions. The ideal candidate will have previous experience in administrative support, preferably within higher education, and possess strong interpersonal, communication, and technological skills. Inclusion, collaboration, and cultural sensitivity are valued, and the candidate should interact effectively with a diverse population with integrity and polish, even under stress, supporting 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

Responsible for the day-to-day administrative support for the iii staff, faculty, and students.
Acts as first point of contact for students and visitors, triages questions and general requests, and serves as a liaison between the iii, other departments, and external contacts.
Supports department-level calendars and coordinates team-wide meetings.
Works with Facilities Management Services (FMS) to process cleaning and maintenance service requests.
Maintains iii facilities, classroom, student studio, conference room and building maintenance, including restocking supplies and keeping the spaces orderly to support an effective learning environment.
Processes expense reports, purchase orders, and supply orders for iii faculty/staff and students.
Serves as liaison between iii staff and faculty, external suppliers and vendors, and the University Contracts Office.
Participates in college-wide buyer and similar resources groups.
Posts jobs to recruit student workers and manages student employment transactions.
Onboards and offboards student workers; ensures compliance with university policies and procedures; serves as a resource for student employment within the iii.
Coordinates and communicates student worker employment processes, including hiring documentation, onboarding requirements, timekeeping procedures, work authorization, policy updates, and offboarding responsibilities to support accurate records, timely payroll processing, and a positive student employment experience.
Serves as point person for iii facilities, classroom, conference rooms, and building maintenance.
Supports iii faculty/classroom needs including distance-learning needs with CMU SV campus and remote students.
Troubleshoots A/V issues and proactively addresses technology concerns in iii classroom.
Supports iii special events and projects throughout the academic year.
Sends and receives mail and packages on behalf of the department and iii staff/faculty.
Team-oriented individual with a collaborative spirit; including interaction with faculty and staff at the Silicon Valley campus.
Prepares agendas, assembles data, sets up and coordinates arrangements for meetings, conferences, workshops, etc.
Takes and distributes minutes.
Gathers data and produces statistical and narrative reports for meetings.
Provides general office management: setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc.
Provides clerical/secretarial support for the program/project area.
Coordinates various clerical aspects of programs or projects, i.e., data collection, mass mailings of reports or newsletters, circulating journal submissions, project deadlines, commencement, lecture series, travel arrangements, etc.
Provides in-depth information to faculty, staff, students, outside associates and the general public concerning particular programs and projects.
Serves as initial contact and liaison, providing information/coordination via phone or in person for funding agencies or other outside associations.
Provides general information regarding research and non-research contracts.
Provides general information regarding undergraduate and graduate programs such as, advisors, admissions process, faculty contacts, required courses, etc.
Serves as liaison with various campus departments including physical plant to insure building maintenance, work orders completion, etc. or property management to tag, track, etc. department equipment.
Additional responsibilities as assigned.