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 Integrated Innovation Institute at Carnegie Mellon University breaks down the silos that impede innovation. We believe that by uniting the disciplines of engineering, design, and business, we can build impactful solutions that create value for real people.

The Integrated Innovation Institute (iii) 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 at CMU. Therefore, 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.

Job Responsibilities

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 research and non-research contracts.

• Provides general information regarding undergraduate and graduate programs such as, advisors, admissions process, faculty contacts, required courses, etc.

• Serves as liaison with various campus departments including physical plant to insure building maintenance, work orders completion, etc. or property management to tag, track, etc. department equipment.

• Additional responsibilities as assigned.

 

Education and Work Experience

• High School diploma or GED

• 3-5 years of Administrative Support Experience

• Excellent Interpersonal Skills

• Excellent Organization and Planning Skills

• Excellent Problem-Solving and Reasoning Skills

• Experience with Higher Education is preferred

• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

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 disability insurance. 

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: