Administrative Coordinator - College of Engineering - Department of Mechanical Engieering

Carnegie Mellon University • Pittsburgh, PA

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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! Innovation. Interdisciplinary collaboration. Complex problem solving. In Carnegie Mellon University’s Department of Mechanical Engineering, faculty members, researchers, and students are revolutionizing focus areas in advanced manufacturing, bioengineering, computational engineering, energy and the environment, product design, and robotics. In addition, they are using their expertise in interdisciplinary research centers across the university. Carnegie Mellon University’s department of Mechanical Engineering is searching for an Administrative Coordinator. In this position, you report directly to the Manager of Administrative Services in the Mechanical Engineering Department. You will lead and ensure that the administrative functions related to the assigned faculty support cluster are effectively carried out. (A cluster is defined as multiple faculty members and their research and academic teams including undergraduate and graduate students, research scientists, postdoctoral research associates, collaborators, visiting scholars, technicians).

Requirements

• High school diploma/GED required
• 3-5 years of administrative support experience
• Excellent interpersonal, problem-solving, reasoning, organization, and planning skills
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
• Successful background check

Nice To Haves

• Higher Education experience preferred

Responsibilities

• Day-to-day workflow of the cluster.
• Completing financial/administrative tasks including expense reimbursements; verifying procurement card purchases; initiating purchase order requests and assisting Department Buyer with collecting required documentation; equipment, office and technical supply purchasing.
• Leading and directing the travel arrangement process for the cluster; process forms and connect with travelers and travel providers; maintain policy compliance and resolve complications that arise before and during travel.
• Composing and preparing confidential correspondence, managing an active calendar of appointments (demonstrates significant independent judgment in identifying and prioritizing scheduling requests and resolving potential scheduling conflicts).
• Compiling documents and building agendas for academic and/or research related meetings. Set up Zoom meetings, S3 and Card swipe system, room reservations, schedule conference rooms for Teaching Assistants, graders, etc.
• Performs specialized administrative support work that requires the exercise of independent judgment, the application of technical skills, and detailed knowledge of University, College and Department level policies and procedures.
• Interacts directly and on behalf of the assigned cluster with internal and external constituents.
• Researches, prioritizes and follows up on incoming issues and concerns related to the assigned cluster; figures out appropriate course of action, referral or response. Acts as an information resource.
• Coordinates/assists with the event planning process for small research or academic related events hosted by a member of the assigned faculty support cluster (group meetings, seminars, workshops, etc.) including logistical support (catering, contracts, space reservation, remote connectivity and video communication). May assist other Department event planners with logistical support for larger events.
• Provides support for Academic Programs Coordinator: make copies, file coursework, and assist with classroom IT requests, make purchases as needed for food, course and project supplies.
• Maintains a professional appearance and demeanor at all times.
• Performs other related duties as assigned

Benefits

• Joining the CMU team opens the door to an array of exceptional benefits. Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions.
• Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance.
• Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!
• For a comprehensive overview of the benefits available, explore our Benefits page.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED