Administrative Coordinator - Student Services - Heinz College

Carnegie Mellon University's Heinz College of Information Systems and Public Policy consists of two schools, the School of Public Policy and Management and the School of Information Systems and Management, and offers an academic experience unlike any other. The Heinz College prepares students with an unrivaled ability to conduct careful and objective analysis of relevant data, to understand and demonstrate the power of information technology, and to lead and implement change in managerial and policy contexts.

Within Heinz College, the Student Experience and Engagement (SEE) office cultivates a vibrant, universal community where students feel seen, supported, and empowered to thrive. Grounded in objectiveness and belonging, SEE develops an ecosystem of support that promotes well-being, leadership development, student success, and community connection for our students. We are committed to creating a dynamic and engaging student experience that equips individuals to reach their full potential and become responsible global citizens.

We are seeking an Administrative Coordinator to manage administrative, operational, and logistical support for these two vital offices. Reporting to the Director of SEE, you will help advance efforts that directly impact the student journey.

Core Responsibilities:

• Financial Administration: Oversee P-Card and purchase order administration; facilitate reimbursements and reconcile monthly accounting statements. Accurately gather information and process various forms for payment.

• Events & Logistics: Coordinate on- and off-site events, including venue procurement, catering, and on-site setup/signage.

• Operational Support: Manage complex calendars and travel arrangements; optimize digital workflows to improve departmental efficiency.

• Communication: Serve as a primary point of contact for internal and external partners, handling all inquiries with professionalism and discretion.

• Workflow Optimization: Evaluate existing administrative workflows to implement digital or physical solutions that improve departmental efficiency and data accuracy.

• Ad Hoc: Perform other related administrative duties as assigned to support the department's mission.

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

You should demonstrate:

• Communication: Strong written and verbal communication skills with a high degree of professionalism.

• Events: Experience in event planning and managing projects strongly preferred

• Adaptability: Ability to shift between tasks as priorities change.

• Attention to Detail: Precision in data entry, financial accounting, scheduling, and document preparation.

• Discretion: Ability to handle critical and confidential information with integrity.

• Open-minded Approach: A dedication to promoting a multifaceted campus environment that appreciates our community members' backgrounds and perspectives.

Qualifications:

• Education: High School Diploma/GED required; Associate's degree in Business Administration, Communications, or Social Sciences preferred.

• Experience: 3-5 years of experience in an administrative or office management role.

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

• Technical Proficiency: Mastery of Microsoft Office Suite and Google Workspace (Sheets, Drive, Meet, etc.), and a willingness to learn additional systems and platforms.

To Apply: Please submit a cover letter and resume. Applications will be reviewed on a rolling basis, with priority given to those received by May 20th.

Requirement:

Successful completion of a pre-employment background check.

Additional Information:

Sponsorship: Applicants for this position 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.

Work Posture: This position is operating on a hybrid schedule, with an on-campus/in-office presence 3 days a week.

Typical Work Schedule: Monday-Friday from 8:30 am-5:00 pm, evening and weekend hours will be required on occasion.

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!

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