"Academic Coordinator - Heinz College - Public Policy & Management Program"

The Heinz College of Information Systems and Public Policy--home to the School of Public Policy and Management and the School of Information Systems and Management--offers a distinctive academic experience at the intersection of data, technology, and policy. We prepare students to lead transformative change through rigorous analysis, technological expertise, and strategic leadership.

We are currently seeking a highly organized, detail-oriented Academic Coordinator to support our Associate Dean, Program Directors, and Program Manager. This position plays a vital role in ensuring the smooth operation of five academic programs and is ideal for someone who thrives in a dynamic, collaborative environment.

Your core responsibilities will include:

• Administrative Support
  • Serve as the first point of contact for in-person visitors and manage front desk responsibilities during peak periods.
  • Handle general administrative tasks such as responding to emails, answering phones, ordering supplies, data entry, and document management.
  • Manage calendars and schedule complex meetings, including faculty and program committees, interviews, and events.
  • Coordinate logistics for adjunct instructor interviews, including communications and scheduling.
  • Arrange travel and handle reimbursements for the Associate Dean, Program Directors, and visiting instructors.
  • Support hiring and onboarding processes for student workers and research assistants.
  • Assist with course material preparation and learning management system uploads.
  • Support student recruitment logistics including updating print materials, registering for recruitment events, and coordinating travel.
• Financial & Academic Record Management
  • Process financial transactions such as reimbursements, payments, and purchases in accordance with budget guidelines.
  • Reconcile expenses and ensure timely processing of financial obligations in Oracle and university systems.
  • Maintain accurate academic records, particularly related to student capstone projects.
  • Generate financial reports and flag discrepancies or areas of concern.
• Event Planning & Coordination
  • Organize department events including speaker series, alumni gatherings, and student treks.
  • Coordinate event logistics such as scheduling, speaker travel, reservations, catering, and promotional materials.
  • Serve as the main point of contact during events, ensuring smooth execution and resolving any on-site issues.
  • Prepare and distribute event communications, including email announcements and registration materials.
• Professional Communication
  • Communicate effectively and professionally with internal stakeholders and external partners, including speakers, vendors, and adjunct instructors.
  • Ensure all communications reflect Heinz College's commitment to cultural responsiveness and excellence.

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.

You should demonstrate:

• Strong organization, planning, problem-solving, and reasoning skills.
• Strong, culturally responsive, verbal, and written communication and interpersonal skills.

Qualifications:

• Associate degree required; a combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
• At least one year of administrative support experience.
• At least one year of event planning and execution experience is ideal but not required.

Requirements:

• Completion of a successful background check.

Additional Information:

• Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity. Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.
• Work Posture: This position is operating on an on-campus/in-office presence 5 days a week for at least six months. This position may then consider a hybrid work schedule, with an on-campus/in-office presence 3 days a week.

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