Senior Administrative Coordinator - CMU Office of the President

Senior Administrative Coordinator

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!

The CMU Office of the President is excited to announce a search for a Senior Administrative Coordinator. This role combines high-level executive administration, facilities coordination, stakeholder liaison duties, and project coordination to drive operational excellence across the department. We are hoping to find someone that enjoys a fast-paced, never-dull environment and an engaging team to work with and for.

Core Responsibilities:

Front Desk and Facilities Management

• Facility and Resource Operations: Oversee operations for five executive conference rooms, including scheduling, physical/electronic access management (e.g., Citrone Room/Tepper Building), maintenance, and routine servicing.
• Office and Inventory Logistics: Manage supply chain operations for the President's Office and shared floor spaces, directing inventory tracking, procurement, and vendor communications.
• Financial Processing: Prepare, verify, and process executive expense reports and vendor invoices in compliance with university policy.
• Confidentiality and Compliance: Maintain absolute discretion regarding sensitive university and administrative matters. Provide operational backup for team members as required.

Stakeholder Management and Communications

• Key Liaison: Act as the primary point of contact for internal institutional partners (Budget Office, Registrar, Human Resources, Property Management) and external high-profile organizational stakeholders.
• Executive Guest Experience: Oversee front-desk operations; welcome, screen, and manage executive-level guests, donors, and dignitaries, navigating high-touch situations with discretion and diplomacy.
• Correspondence and Records: Draft and review executive correspondence for the President. Maintain digital and hard-copy archival systems to track critical communications and workflow.

Administrative and Operations

• Executive Support: Deliver proactive administrative support to the President's management team, including high-level calendar management, travel arrangements, meeting agendas, and detailed minute-taking.
• Schedule & Deadline Tracking: Monitor critical operational calendars to guarantee compliance with institutional timelines, performance reviews, and executive reporting deadlines.

Project Coordination and Strategic Initiatives

• Project Coordination: Assist in the planning and execution special projects and strategic departmental initiatives, tracking timelines, deliverables, and resource allocations from initiation to completion.
• Event and Program Oversight: Coordinate logistics, resource management, and cross-functional support for high-priority university programs, executive events, and strategic meetings.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

• High School Education or GED; Associate's or Bachelor's Degree is preferred
• A minimum of five (5) years of relatable work in an administrative support capacity
• Experience working in fast-paced and changing environments
• Willingness to work on a diverse cross-section of tasks to support the administrative operations of the President's office is a must.
• A combination of education and meaningful experience from which comparable knowledge is proven may be considered.

Requirements:

• Successful background check

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.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it's about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location: Pittsburgh, PA

Job Function: Administrative Support and Coordination

Position Type: Staff Regular

Full Time/Part time: Full time

Pay Basis: Hourly

More Information:

• Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world.
• Click here to view a listing of employee benefits
• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
• Statement of Assurance