Senior Academic Coordinator - Mellon College of Science - Mathematical Sciences Department

Carnegie Mellon University•Pittsburgh, PA

1d•Onsite

About The Position

Carnegie Mellon University's Mellon College of Science (MCS) is seeking a Senior Academic Coordinator for the Mathematical Sciences Department. This role will work closely with the Director of Graduate Studies, Department Head, and other faculty to support students pursuing doctoral degrees. The position involves coordinating graduate admissions, supporting international students, managing academic records, administering curriculum and committees, tracking student progress, coordinating examinations and defenses, assisting with retention initiatives, and supporting commencement and alumni relations. The ideal candidate will be adaptable, excellent, and passionate, with strong integrity and the ability to interact effectively with diverse partners. This is a full-time, regular staff position located in Pittsburgh, PA.

Requirements

Minimum 3 years of administrative support experience required.
Successful completion of a pre-employment background check.

Nice To Haves

Higher education and/or student services experience highly desired.
Strong interpersonal, communication, planning, and problem-solving skills.
A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Coordinate graduate admissions processes, including application setup, admissions tracking, offer preparation, collection of academic documentation, and onboarding of newly admitted students through orientation and Canvas resources.
Assist international students with visa processing, CPT/OPT documentation, and language proficiency requirements in collaboration with the Office of International Education (OIE).
Serve as the department liaison to the Registrar’s Office, coordinating graduate course scheduling, classroom updates, degree certification, and communicating relevant academic information to faculty.
Support graduate curriculum administration by maintaining doctoral handbooks and Stellic audits, coordinating Graduate Program Committee (GPC) meetings, tracking policy updates, and preparing committee documentation.
Maintain graduate student records and registration tracking systems, monitor academic progress toward degree completion, and coordinate milestone reviews and advisor communications.
Coordinate scheduling and administration of Basic Exams and doctoral defenses, including logistics, communications, dissertation documentation, and committee tracking.
Collaborate with faculty and retention committees to assess graduate student progress and support student success initiatives.
Assist with planning and coordination of doctoral hooding ceremonies and departmental commencement-related events.
Maintain records of recent PhD graduates and support alumni tracking and communication efforts.
Perform other duties as assigned in support of departmental and graduate program operations.