Senior Administrative Coordinator - CMU Office President

Senior Administrative Coordinator

Carnegie Mellon University is a private, global research university that stands among the world's most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we invent it. If you're passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!

The CMU Office of the President is excited to announce a search for a Senior Administrative Coordinator. This role combines high-level executive administration, facilities coordination, stakeholder liaison duties, and project coordination to drive operational excellence across the department. We are hoping to find someone that enjoys a fast-paced, never-dull environment and an engaging team to work with and for.

• Facility and Resource Operations:
  Oversee operations for five executive conference rooms, including scheduling, physical/electronic access management (e.g., Citrone Room/Tepper Building), maintenance, and routine servicing.
• Office and Inventory Logistics:
  Manage supply chain operations for the President's Office and shared floor spaces, directing inventory tracking, procurement, and vendor communications.
• Financial Processing:
  Prepare, verify, and process executive expense reports and vendor invoices in compliance with university policy.
• Confidentiality and Compliance:
  Maintain absolute discretion regarding sensitive university and administrative matters. Provide operational backup for team members as required.

• Key Liaison:
  Act as the primary point of contact for internal institutional partners (Budget Office, Registrar, Human Resources, Property Management) and external high-profile organizational stakeholders.
• Executive Guest
  
  Experience:
  
  Oversee front-desk operations; welcome, screen, and manage executive-level guests, donors, and dignitaries, navigating high-touch situations with discretion and diplomacy.
• Correspondence and Records:
  Draft and review executive correspondence for the President. Maintain digital and hard-copy archival systems to track critical communications and workflow.

• Executive Support:
  Deliver proactive administrative support to the President's management team, including high-level calendar management, travel arrangements, meeting agendas, and detailed minute-taking.
• Schedule & Deadline Tracking:
  Monitor critical operational calendars to guarantee compliance with institutional timelines, performance reviews, and executive reporting deadlines.

• Project Coordination:
  Assist in the planning and execution special projects and strategic departmental initiatives, tracking timelines, deliverables, and resource allocations from initiation to completion.
• Event and Program Oversight:
  Coordinate logistics, resource management, and cross-functional support for high-priority university programs, executive events, and strategic meetings.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. 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.

• High School Education or GED;
  Associate's or Bachelor's Degree is preferred
• A minimum of five (5) years of relatable work in an administrative support capacity
• Experience working in fast-paced and changing environments
• Willingness to work on a diverse cross-section of tasks to support the administrative operations of the President's office is a must.
• A combination of education and meaningful experience from which comparable knowledge is proven may be considered.

• Successful background check

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…