Senior Administrative Coordinator - Office Vice President Research - ICARM

Overview

Senior Administrative Coordinator – Institute for Computer‑Aided Reasoning in Mathematics (ICARM) – Carnegie Mellon University.

• Act as primary administrative liaison between ICARM, the Office of the Vice President for Research, CMU departments, and external partners.
• Provide comprehensive support for all leadership meetings: scheduling, drafting agendas, preparing communication materials, taking official minutes, and managing follow‑up logistics.
• Plan and execute logistical coordination for all ICARM events (summer schools, workshops, conferences, collaborative visits), including space reservations, vendor coordination, catering, and on‑site support.
• Manage application processes, travel arrangements, visa and immigration processing for all incoming staff, faculty, and visitors.
• Submit expense reimbursements and ensure compliance with university policies.
• Draft and issue official invitation letters and comprehensive instructions to event participants and visiting scholars.
• Maintain the Institute’s presence through official calendars, website content, newsletters, and social media channels.
• Other duties as assigned.

• High School Diploma;
  Bachelor's degree preferred.
• 3–5 years of administrative or program coordination experience, preferably in academia or research setting.
• Excellent organizational and communication skills; ability to manage multiple responsibilities.
• Proficiency with standard office applications; familiarity with website content management or event systems is a plus.
• Initiative, adaptability, and a willingness to embrace diverse tasks in a compact, collaborative team.
• A combination of education and relevant experience that demonstrates comparable knowledge may be considered.

• Successful background check.

• Comprehensive medical, prescription, dental, and vision insurance.
• Generous retirement savings program with employer contributions.
• Tuition benefits.
• Paid time off and observed holidays.
• Life and accidental death and disability insurance.
• Free Pittsburgh Regional Transit bus pass.
• Access to the Family Concierge Team for childcare needs.
• Fitness center access.

Location:

Pittsburgh, PA

Job Function:
Administrative Support and Coordination

Position Type:
Staff – Regular

Full Time/Part time:
Full time

Pay Basis:
Hourly

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.