Administrative Coordinator - College of Engineering - Integrated Innovation Institute; iii

Administrative Coordinator

The Integrated Innovation Institute (iii) at Carnegie Mellon University is seeking a talented candidate for an Administrative Coordinator at the Pittsburgh campus. This position provides professional support for the iii across the Pittsburgh and Silicon Valley (SV) campuses. A qualified candidate will have previous experience in administrative support, preferably within higher education. The iii is looking for a candidate who will bring a collaborative spirit to our team, along with strong interpersonal, communication and technological skills.

Inclusion, collaboration, and cultural sensitivity are valued competencies refore, 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 and polish even under stress. We are looking for someone who shares our values and who will support the mission of the university through their work.

Administrative Support

• Responsible for the day-to-day administrative support for the iii staff, faculty, and students.
• Acts as first point of contact for students and visitors, triages questions and general requests, and serves as a liaison between the iii, other departments, and external contacts.
• Supports department-level calendars and coordinates team-wide meetings.

Facilities

• Works with Facilities Management Services (FMS) to process cleaning and maintenance service requests.
• Maintains iii facilities, classroom, student studio, conference room and building maintenance, including restocking supplies and keeping the spaces orderly to support an effective learning environment.

Financials

• Processes expense reports, purchase orders, and supply orders for iii faculty/staff and students.
• Serves as liaison between iii staff and faculty, external suppliers and vendors, and the University Contracts Office.
• Participates in college-wide buyer and similar resources groups.

Student Worker Support

• Posts jobs to recruit student workers and manages student employment transactions.
• Onboards and offboards student workers; ensures compliance with university policies and procedures; serves as a resource for student employment within the iii.
• Coordinates and communicates student worker employment processes, including hiring documentation, onboarding requirements, timekeeping procedures, work authorization, policy updates, and offboarding responsibilities to support accurate records, timely payroll processing, and a positive student employment experience.

Technology

• Serves as point person for iii facilities, classroom, conference rooms, and building maintenance.
• Supports iii faculty/classroom needs including distance-learning needs with CMU SV campus and remote students.
• Troubleshoots A/V issues and proactively addresses technology concerns in iii classroom.

General Duties

• Supports iii special events and projects throughout the academic year.
• Sends and receives mail and packages on behalf of the department and iii staff/faculty.
• Team-oriented individual with a collaborative spirit; including interaction with faculty and staff at the Silicon Valley campus.
• Prepares agendas, assembles data, sets up and coordinates arrangements for meetings, conferences, workshops, etc.
• Takes and distributes minutes.
• Gathers data and produces statistical and narrative reports for meetings.
• Provides general office management: setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc.
• Provides clerical/secretarial support for the program/project area.
• Coordinates various clerical aspects of programs or projects, i.e., data collection, mass mailings of reports or newsletters, circulating journal submissions, project deadlines, commencement, lecture series, travel arrangements, etc.
• Provides in-depth information to faculty, staff, students, outside associates and the general public concerning particular programs and projects.
• Serves as initial contact and liaison, providing information/coordination via phone or in person for funding agencies or other outside associations.
• Provides general information regarding…