Senior Administrative Coordinator

Established in 2004, Carnegie Mellon University in Qatar (CMU-Q) is part of a transformative partnership with Qatar Foundation, bringing world-class undergraduate education and the distinctive academic excellence of Carnegie Mellon University to the Middle East. The foundation of CMU-Q’s success is its exceptional faculty and staff, whose expertise, creativity, and commitment to student success contribute to a dynamic and globally engaged university community.

By fostering a diverse and collaborative environment, CMU-Q benefits from the breadth of perspectives, experiences, and skills that each member of our community brings to the institution.

We are seeking an accomplished and highly organized Senior Administrative Coordinator to join our Student Affairs team. This position serves as a critical operational partner within the department, providing high-level administrative coordination and contributing to the effective execution of programs, services, and initiatives that support the student experience. The Senior Administrative Coordinator will facilitate, coordinate, and orchestrate complex processes across multiple stakeholders, priorities, functional areas, and projects.

Success in this role requires more than strong administrative skills; it needs sound judgment, exceptional organization, proactive problem-solving, strong interpersonal and communication skills, discretion, adaptability, and the ability to anticipate needs and navigate competing priorities with confidence. Working in a fast-paced, highly collaborative Student Affairs environment, the Senior Administrative Coordinator will serve as an important connector among students, staff, faculty, university leadership, and external partners.

The individual will help ensure that operational details are thoughtfully managed, communication and follow-through are consistent, and departmental initiatives move forward efficiently and effectively. The ideal candidate will be a proactive and solutions-oriented professional who brings structure to complexity, builds strong relationships, takes ownership of responsibilities, and understands that exceptional administrative coordination is fundamental to delivering an outstanding student experience.

• Serves as a trusted operational partner to Student Affairs leadership.
• Responsible for the comprehensive coordination of the fiscal resources of the Department of Student Affairs, including contracts and PO initiation, review, submission and execution; budget forecasting; overseeing requisitions, purchasing and bill paying of an expanding Student Affairs portfolio of events and initiatives, including an extensive international travel program.
• Oversees and coordinates the administrative operations of a ten-member Student Affairs team, managing competing priorities, departmental schedules, operational resources, and administrative processes to ensure effective and timely execution of departmental responsibilities.
• Responsible for expense reports for ten full time staff members including allowances, professional development and program expenses.
• Coordinates a wide variety of events and meetings which requires planning, budgeting, preparing agendas and materials, record meeting notes, and track follow-up actions and collaboration with a wide range of stakeholders and partners.
• Provides direction and instruction to department staff, students and faculty advisors for student travel programs based on departmental guidelines and university policy. Coordinates with multiple stakeholders for successful and compliant orchestration of events and initiatives.
• Verifies a high volume of procurement card transactions for multiple departmental procurement cards and reconciles in compliance with university policy.
• Maintain organized electronic and physical filing systems in accordance with university policies.
• Collects and organizes data for various reports including program outcome measures, annual and periodic budget reports.
• Develop, document, evaluate, and continuously improve departmental administrative processes, workflows, and standard operating procedures to increase efficiency, consistency, accountability, and service delivery.
• Identify operational gaps, inefficiencies, and recurring challenges and recommend solutions that improve service delivery, accountability, and departmental effectiveness.
• Develop and maintain process maps, SOPs, timelines, checklists, and other…