Senior Administrative Coordinator – Tepper School of Business

Carnegie Mellon University•Pittsburgh, PA

82d•Hybrid

About The Position

Carnegie Mellon University’s Tepper School of Business is seeking a Senior Administrative Coordinator. This role provides advanced administrative support for the business manager, director, or department head, assisting with complex programs and projects. The position requires advanced administrative skills and in-depth knowledge of department practices, policies, procedures, and programs. Responsibilities may include workflow oversight, leading other administrative coordinators, distributing work, handling payroll/personnel paperwork, processing invoices, and coordinating meetings, seminars, and conferences. Secretarial/clerical tasks may also be performed. Adaptability, excellence, and passion are vital qualities for this role, requiring the ability to interact effectively with a diverse range of internal and external partners with a high level of integrity.

Requirements

High school diploma or GED required
3-5 years of administrative support experience required
Experience processing personnel, payroll, financial, or administrative transactions within an enterprise system such as Workday.
Experience with purchasing, accounts payable, expense reimbursement, and budget monitoring activities.
Experience using financial systems such as Oracle.
Strong attention to detail and ability to maintain accurate records.
Excellent organizational, communication, and customer service skills.
Ability to interpret and apply policies, procedures, and guidelines with accuracy and consistency.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Successful completion of a pre-employment background check
Applicants must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity.
Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

Nice To Haves

A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Responsibilities

Process and manage Workday transactions, including student job appointments, changes, and terminations.
Process student prizes, awards, stipends, faculty activity pay, and other department personnel and payment transactions.
Review and facilitate Teaching Assistant Credit (TAC) requests, ensuring faculty allocations for student support align with approved guidelines and based on course enrollment.
Maintain accurate job profiles, records, and supporting documentation within Workday.
Collaborate with faculty, staff, and the Finance Managers to ensure timely, accurate, and compliant transaction processing.
Create, track, review, and monitor purchase orders in accordance with University policies and procedures.
Review invoices for accuracy and completeness and facilitate timely payment processing.
Coordinate with vendors and University departments to resolve purchasing and payment-related issues.
Assist with monitoring departmental expenditures and budget activity.
Review and approve procurement card transactions, travel reimbursements, student reimbursements, and other expense-related transactions.
Utilize Oracle and other financial systems to review financial activity, validate charge strings, monitor available funding, and ensure expenses are appropriately charged.
Ensure financial transactions comply with University procurement, travel, and financial policies.
Ensure proper supporting documentation for financial transactions.
Assist with financial reporting and provide budget-related information as needed.
Provide administrative support to department leadership, including coordinating meetings, maintaining calendars, processing mail, reserving rooms, and arranging catering and equipment.
Assist with recruitment activities, including interview scheduling, candidate itineraries, and documentation collection.
Assist with onboarding and training of new staff and student employees.
Serve as a departmental liaison with University offices (e.g., Finance, Human Resources, Budget, Registrar, Property Management) and external organizations.
Collect, organize, and prepare reports, data, and other departmental documentation.
Coordinate and support special projects as assigned.
Provide information and guidance regarding departmental and University policies and procedures to faculty, staff, students, and external stakeholders.
Assist with monitoring workflow, work priorities, and the distribution of work to staff and student employees.
Act on behalf of the department head or business manager, as directed, during periods of absence.
Identify opportunities for process, policy, and service improvements.
Provide timely, professional, and customer-focused service to internal and external stakeholders.
Perform other duties as assigned.