Project Coordinator - School of Computer Science - Machine Learning Department

Carnegie Mellon University•Pittsburgh, PA

2d•Onsite

About The Position

Carnegie Mellon University's Machine Learning Department (MLD) is seeking a highly organized and proactive Project Coordinator to serve as the operational backbone of their research center. This role is crucial for the seamless execution of multiple cross-functional projects, ensuring constant alignment between internal engineering teams, center leadership, and external clients. The Project Coordinator will be responsible for creating and maintaining critical customer contract documents, such as Project Work Statements and Work Plans, while actively tracking project health to identify variances and recommend strategic adjustments. The ideal candidate will be adaptable, excellent, and passionate, with the ability to interact effectively with a diverse range of internal and external partners with a high level of integrity, supporting the university's mission through their work.

Requirements

Bachelor’s Degree required.
8-10 years of project management experience.
Strong analytical, organizational, communication, problem-solving, reasoning and teamwork skills.
A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.
Successful completion of a pre-employment background check.

Responsibilities

Support engineering workflows and daily standups across multiple projects.
Track milestones, identify project variances or delivery risks, and manage proposal and reporting timelines using Jira and Jira Service Management.
Oversee user onboarding/offboarding processes and maintain governance for secure datasets, shared drives, and software/hardware assets.
Manage an internal/external CRM database and coordinate purchasing and expense tracking for center initiatives.
Draft and maintain critical project documentation, including Project Work Statements, work plans, and compliance agreements.
Gather data from internal and external sources to compile reports on project status, resource utilization, and engineering releases.
Serve as a primary point of contact for internal teams and external partners across core communication channels (Slack, shared mailboxes, group calendars).
Maintain and update website content using GitHub and Adobe Creative Suite.
Provide comprehensive administrative and operational support to the Principal Investigator (PI) and Executive Director.
Plan and execute high-profile events, including on-site workshops, site visits, and multi-day partner initiatives.