Administrative Coordinator - College of Engineering - Civil and Environmental Engineering

Carnegie Mellon University•Pittsburgh, PA

2d•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 handles student data and records in S3 and departmental databases, student and course paperwork, student Workday transactions, and coordination with faculty, academic advisors, and the University Registrar on course scheduling and degree-progress support. The position follows a standard full-time onsite schedule, with some evening or weekend work required for student events. Responsibilities also include processing student hiring, graduate aid, scholarships, and grants; maintaining course schedules and waitlists; coordinating course needs and purchasing; supporting academic advising, degree audits, compliance, and ABET accreditation; and assisting with student events and the student–alumni mentoring program. Success in the first year means that student hiring and paperwork are accurate and timely, student records are current and audit-ready, course schedules and requests are completed on time, and advisors have the degree-audit and progress information they need at the end of each term. Employment is contingent on a successful background check.

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 when handling confidential student information, in line with FERPA.
Ability to learn new enterprise systems quickly.
Successful background check.
A combination of education and relevant experience demonstrating comparable knowledge 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, 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 transactions for PhD appointments, hourly hires including TA and grader roles, program assistants, and ad hoc roles; process letters and Workday onboarding and offboarding.
Work with instructors and the University Registrar to build the undergraduate and graduate course schedule each semester.
Collect and route instructors’ course needs, including software, technical supplies, field trips, and guest speakers; 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.
Support 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.