Senior Administrative Coordinator - CMU Office of the President

Carnegie Mellon University•Pittsburgh, PA

67d

About The Position

The Senior Administrative Coordinator in Carnegie Mellon University’s Office of the President combines executive administration, facilities coordination, stakeholder liaison duties, and project coordination to support operational excellence. The role works in a fast-paced environment and supports the President’s management team and the broader administrative operations of the office. The coordinator oversees five executive conference rooms, including scheduling, access management, maintenance, and routine servicing. The role also manages office and shared-space supplies, inventory, procurement, vendor communications, expense reports, and invoices. It provides administrative support such as calendar management, travel arrangements, meeting agendas, minute-taking, correspondence, and archival records. The coordinator serves as a contact for internal institutional partners and external stakeholders, and manages front-desk interactions with executive guests, donors, and dignitaries. The position also tracks important calendars and deadlines, supports special projects and strategic initiatives, and coordinates logistics and cross-functional resources for university programs, executive events, and strategic meetings. It requires discretion with sensitive information, adaptability, integrity, and the ability to work across a diverse range of tasks and stakeholders.

Requirements

High school education or GED.
At least five years of related work in an administrative support capacity.
Experience working in fast-paced and changing environments.
Willingness to work on a diverse cross-section of tasks supporting the administrative operations of the President’s Office.
Successful background check.

Nice To Haves

Associate’s or bachelor’s degree.
Experience working with and supporting executive leadership.

Responsibilities

Oversee operations for five executive conference rooms, including scheduling, access management, maintenance, and routine servicing.
Manage office and shared-floor supply operations, including inventory tracking, procurement, and vendor communications.
Prepare, verify, and process executive expense reports and vendor invoices in accordance with university policy.
Maintain discretion regarding sensitive university and administrative matters, and provide operational backup for team members as needed.
Act as a primary point of contact for internal institutional partners and external stakeholders.
Manage front-desk operations and welcome, screen, and assist executive-level guests, donors, and dignitaries with discretion and diplomacy.
Draft and review executive correspondence for the President and maintain digital and hard-copy archival systems.
Provide administrative support to the President’s management team, including calendar management, travel arrangements, meeting agendas, and minute-taking.
Monitor operational calendars and track institutional timelines, performance reviews, and executive reporting deadlines.
Assist with planning and executing special projects and strategic departmental initiatives, tracking timelines, deliverables, and resource allocations.
Coordinate logistics, resources, and cross-functional support for university programs, executive events, and strategic meetings.