Administrative and Academic Coordinator - College of Engineering - Department of Chemical Engineering

Company: Carnegie Mellon University

Job Location: Pittsburgh, Pennsylvania

Category: Administrative Assistants

Type: Full-Time

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!

Since its inception in 1905, the Carnegie Mellon Department of Chemical Engineering has been on the leading edge of research and innovation in chemical engineering. Today, this is more true than ever. With research thrusts across fields such as health and medicine, biofuels, air quality and more, CMU chemical engineering students are paving the way to healthier, cleaner, more efficient future for all.

The Department of Chemical Engineering is seeking a highly organized and proactive Administrative and Academic Coordinator to support academic initiatives, departmental events, and daily administrative operations. The ideal candidate thrives in a dynamic, fast-paced environment and demonstrates strong interpersonal, problem-solving, and customer service skills. The individual will exercise sound judgment, manage multiple priorities simultaneously, and work both independently and collaboratively to support faculty, students, staff, and external partners. This role reports to the Manager of Administration.

Core Responsibilities:

Academic Coordination:

Provide administrative support to academic faculty leadership
Prepare and distribute internal communications, including student newsletter and digital presentation of student recognitions and events
Assist student organizations in purchasing and event organization
Support academic team activities, including but not limited to course management, events, study abroad, and travel funds

Event Coordination:

Support departmental academic events from planning through execution (e.g., commencement ceremony and reception, undergraduate and graduate research symposia, graduate orientation)
Coordinate logistics, timelines, budgeted spending, and communications for events to ensure successful delivery
Oversee vendors and on-site event staff during event execution

Administrative Support:

Maintain purchasing card (P-Card) responsibilities and vendor relationships
Assist with purchasing, expense tracking, reporting, and reimbursement processes in coordination with the front office and finance team
Serve as primary contact for travel bookings in the department for guests, faculty, and students

General Operations:

Perform other duties as assigned to support the evolving needs of the department

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.

Qualifications:

High school diploma required; associate degree in business administration or a related field strongly preferred
3-5 years of relevant administrative or event experience
Experience in a higher education environment and/or event coordination preferred
Strong written and verbal communication skills, with the ability to interact effectively with diverse stakeholders.
Demonstrated organizational skills and attention to detail, with the ability to manage multiple priorities.
Proficiency in Microsoft Office Suite, Outlook, and Adobe applications
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

Successful Background Check

Additional Information:

Typical Work Schedule: Monday-Friday from 8:30-5:00pm. An alternate work schedule allowing for early morning, evening and weekend hours will be required on occasion