Carnegie Mellon University's School of Computer Science department is searching for an Academic Coordinator to join the team! This is an excellent opportunity for someone who thrives in an interesting and challenging work environment. As the Academic Coordinator you will be involved in the full cycle of the Master of Science in Information Technology-Privacy Engineering (MSIT-PE) program, which is the first of its kind. In this role, you will oversee operations of the MSIT-Privacy Engineering Program, including academic program administration, which can include registration, course set up, planning and execution of program specific events including orientation and commencement, and assist with outreach activities.

The Institute for Software Research (ISR) is one of the seven academic departments of the Carnegie Mellon School of Computer Science (SCS). ISR hosts the SCS PhD programs in Software Engineering (SE) and Societal Computing (SC), along with six professional masters' programs. We also host the undergraduate minor in SE. Our research and educational programs focus on software engineering, hardware/software systems and various cross disciplinary topics related to societal computing, such as security and privacy engineering, sustainability, energy efficiency.

Academic Coordinator responsibilities will include:

• Collects and organizes admission materials and admissions processes for the program. Participates in admissions meetings.
• Manages the application system that students apply. This includes updating all pages of the application with current information each year on the SCS ApplyWeb site.
• Recruit students via e-mail blasts, attending conferences, and answering emails that are sent directly to your inbox for the Privacy Engineering website.
• Manages applications as they come in via AppleGrad. Checks for accuracy of scores (TOEFL & GRE) using the S3 admission section.
• Manages all application payments for application fees
• Assign student advisors
• Submit international student information into OIE site to start process of I20.
• Course management for all courses in the program. This includes communicating with faculty about classroom max sizes, preferred classroom locations, day and time for course to be held. Manage all classroom flags for exams and faculty course evaluations and updates faculty listed on the course. Arrange for classes to be recorded.
• Provide faculty support for faculty teaching in the program. This includes arranging items for final exams, managing any research projects students need via Amazon Gift cards, Amazon Mechanical Turk, and Prolific to name a few. This also includes setting up poster sessions (finding space, ordering food, printing posters, and setting up and taking down).
• Advises students on when to register and what courses they need to register for. Field inquiries from students regarding elective options to their proper advisor.
• Manage the weekly Privacy Seminar: This includes contacting speaker for talk title, abstract and biography to be put on the Privacy Engineering website and send out in announcement format once a week to invite the public at large. Make travel and hotel arrangements for any speakers that are coming in.
• Manages and handles all aspects of student orientation and student graduation.
• May occasionally need to travel to student recruiting events to promote the program.

Administrative Associate responsibilities include:

• Calendar Management: Maintains complex individual faculty calendars or other project related calendars. Schedules with internal and external customers to prevent conflicts or overlapping events, and to ensure that all needed resources (i.e., conference rooms, meals, phone, etc.) are available.
• Transactional Accounting: Handles expense reimbursements for faculty, team travel and general business activity. Procures goods and services (with guidance from campus procurement support), arranges payments using a purchasing card (PCard), special service payments, contracts, purchase orders, arranging wire transfers, and other means. PCard verifications. Ensure purchases and expenses are properly charged in adherence to sponsored project and other internal budgets
• Course Management: May schedule TA sessions, copy course materials, enter grades into S3 system, managing course work through Canvas or other systems as directed by assigned faculty; may create and maintain course-specific sites inside or outside of CMU course management systems.
• Event Management: Plans and coordinates events such as seminars, workshops, conferences, colloquium, retreats, etc., for both on- and off- campus locations. Including coordinating travel, transportation, meals, registration, etc. Plans, prepares, and distributes itineraries or meeting agendas; ensures meeting materials are produced and available. Produces reports, posters, and other documents as needed.
• Administrative Support: Arranges domestic/international travel for faculty and faculty team trips. General administrative support such as maintaining office supplies, copying materials, hanging posters, etc.
• Technical Skills: Creates and manages file systems using online storage systems such as Box. Examples of software that may be required include Microsoft Office, Box, G-Suite, Canvas,HTML etc.
• Research Team Support: Supports day-to-day operation of assigned faculty research team(students, staff, post-doc, visitors); these activities include, but are not limited to, processing human subject payments/Mechanical Turk payments, arranging travel, maintaining/tracking inventory, updating/maintaining/proofreading publications, bibliographies, technical reports, etc.; other support tasks as needed.
• Perform other administrative duties as assigned.

You must demonstrate:

• Ability to meet deadlines, work under pressure with frequent interruptions
• Ability to pay close attention to detail: keep and maintain accurate, detailed reports and records
• Ability to prioritize work and handle multiple tasks simultaneously.
• Able to work well with others and as part of a team.

Flexibility, excellence, and passion are vital qualities within the School of Computer Science. Inclusion, collaboration, and cultural sensitivity are valued competencies at CMU. Therefore, 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 or GED required. Associate degree preferred
• Administrative Support- 3-5 years
• Higher Education-3-5 years
• Student Services-3-5 years
• Strong organizational, planning, and problem solving
• Oral and written communication skills

Requirements:

• Successful Background Check

CMU's COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.

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