Senior Administrative Coordinator – and Alumni Engagement - Tepper School of Business

Senior Administrative Coordinator

The Senior Administrative Coordinator serves as the primary front office administrator for the Tepper School of Business Advancement and Alumni Engagement team. This role provides executive support to advancement leadership, ensures efficient daily office operations, coordinates donor and visitor experiences, manages expense processing and administrative workflows, and serves as a key liaison with partners across Carnegie Mellon University and the Tepper School.

The ideal candidate is highly organized, detail-oriented, customer-service focused, technologically savvy, and enjoys building relationships. The successful candidate takes initiative, asks thoughtful questions, and seeks to understand the broader purpose behind the work they support.

Core responsibilities include:

• Manage and maintain the calendar of the Associate Dean for Advancement and Alumni Engagement, including meeting scheduling and coordination.
• Prepare presentations, charts, reports, PDFs, meeting materials, and other administrative documents.
• Provide general technology support for meetings, presentations, and office operations.
• Coordinate departmental meetings, including scheduling, agenda preparation, note taking, and distribution of meeting summaries.
• Maintain confidential records and exercise discretion when handling sensitive information.
• Complete special projects and administrative assignments as requested by advancement leadership.

• Serve as the first point of contact for visitors, alumni, donors, volunteers, faculty, staff, and other guests.
• Create a welcoming and professional office environment.
• Manage conference room scheduling, usage, and availability.
• Maintain office supplies, storage areas, filing systems, and shared office resources.
• Manage Advancement-branded materials and swag inventory, including tracking, ordering, and replenishment.
• Coordinate office events and staff engagement activities, including quarterly team gatherings.
• Support onboarding and day-to-day supervision of student workers assigned to the office.
• Answer inquiries, resolve routine issues, and direct more complex matters to the appropriate team members.

• Process expense reports and reimbursement requests accurately and in a timely manner.
• Verify Oracle account strings and ensure compliance with university financial procedures.
• Communicate submission deadlines and reimbursement expectations to staff.
• Monitor transactions and assist with financial documentation and recordkeeping.
• Support purchasing and payment processes as needed.

• Coordinate logistics for donor, alumni, and volunteer visits.
• Prepare visit materials, itineraries, gift bags, digital signage, and other visit-related resources.
• Enter and maintain visitor and engagement information within Tartan
  360 (T-360).
• Process and track VIP acknowledgment letters and related stewardship activities.
• Support advancement initiatives through accurate data entry, coordination, and administrative follow-up.
• Assist with special projects that enhance alumni engagement and donor stewardship efforts.

• Develop a strong understanding of Carnegie Mellon University and the Tepper School of Business, including facilities, offices, policies, and resources.
• Build and maintain effective working relationships with key university partners, including:
• Dean's Office
• Business Office
• Tepper Academic Services (TAS)
• Marketing & Communications
• Admissions
• Undergraduate Programs
• Master's Career Center
• Ph.D. Program
• Building Operations
• Information Technology
• Serve as a liaison between Advancement and campus partners to facilitate…