Administrative Coordinator - College of Engineering - Civil and Environmental Engineering

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 Civil and Environmental Engineering Department at Carnegie Mellon offers a unique interdisciplinary program that enables you to develop imaginative solutions to real-world engineering problems. With access to cutting-edge research and technology, high achieving, energetic - yet approachable - faculty, and an innovative and flexible curriculum, we consistently rank among the top engineering programs by US News and World Report.

CEE is looking for an organized, detail-oriented Administrative Coordinator to keep its undergraduate and graduate academic operations running smoothly. You will own the back-office work behind CEE's academic programs: student data entry and records in S3, student and course paperwork, and student Workday transactions. You will also work with faculty, academic advisors, and the office of the University Registrar on course scheduling, course needs, and degree-progress support.

This role suits someone who enjoys accurate, deadline-driven work, can manage a busy academic calendar, and likes working with students, faculty, and staff. This position follows a standard full-time onsite schedule. Some evening or weekend work is required for student events.

Student Records, Data, and Paperwork

• Enter and maintain student data in S3 and in CEE student databases and spreadsheets; create and maintain student files.
• Process paperwork and forms for students, courses, and programs (for example, NAPP, graduate forms, certifications).
• Process graduate aid (GRAD AID) and scholarships, and answer Student HUB account questions.
• Coordinate student grants (for example, the Fenves Travel Grant, Hendrickson, and commencement).

Student Hiring in Workday

• Run the student hiring process for PhD appointments, hourly student hires (including TA and grader transactions), program assistants, and other ad hoc roles. This covers letters, onboarding and offboarding in Workday.

Courses and Scheduling

• Work with instructors and the University Registrar to build the CEE undergraduate and graduate course schedule each semester.
• Collect course needs from instructors before each semester (software, technical supplies, field trips, guest speakers), make sure each request reaches the right person, and fulfill requests, including course purchasing.
• Undergraduate and graduate course waitlist maintenance.
• Make sure faculty and their delegates meet course deadlines, including final exam timing and grade entry (especially Independent Study, Research Projects, and Seminar).
• Take attendance at graduate seminars and process attendance waivers.

Academic Program Support

• Support program academic advisors with degree audits in Stellic, academic compliance, and progress-to-degree tracking.
• Support Leadership & Academic teams with academic processing and forms.
• Support the department's ABET accreditation process each semester.
• Assist with CEE student events (Open House, yield events, Commencement, undergraduate and graduate Orientation).
• Coordinate the student–alumni mentoring program: recruit applicants, match students with alumni, and provide ongoing support.

• Other duties as assigned.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can…