"Administrative Support Coordinator - College of Engineering - Rwanda"

Administrative Support Coordinator - College of Engineering - Rwanda

Company: Carnegie Mellon University

Job Location: Pittsburgh, 15213

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 founding in 1900, Carnegie Mellon University (CMU) has been a birthplace of innovation. CMU has globally top-ranked programs in engineering, computer science, and information and communication technology, as well as a rich history of entrepreneurship. CMU is dedicated to producing creative and technically strong engineers who have a meaningful impact in their communities and accelerate positive technological change in the world. In 2011, CMU extended its global footprint into Africa with Carnegie Mellon University Africa (CMU-Africa), based in Rwanda's Kigali Innovation City.

In a region booming with opportunities, CMU is the only U.S.-based research university offering its master's degrees with a full-time faculty, staff, and operations in Africa. The Africa location is fast-growing, with over 300 enrolled students from more than 20 African countries. You can read more about CMU-Africa's vision and mission on our website. CMU's presence in Rwanda provides a platform to engage in Africa's most significant opportunities and challenges across the continent through world-class education and contextually relevant research and innovation. CMU-Africa enjoys strong collaboration and exchange with the main campus in Pittsburgh, USA.

The Administrative Support Coordinator provides executive-level administrative, operational, and project coordination support to the CIDTA Director. The role ensures that the Center's leadership is consistently prepared, informed, and able to focus on strategic priorities by managing communications, coordinating internal and external engagements, tracking execution of commitments, and maintaining organizational rhythm. This position is responsible for ensuring discipline in follow-through, consistency in communications, and efficiency in Center operations.

Responsibilities:

As an Administrative Support Coordinator in CMU-Africa, you will regularly handle sensitive information and be required to maintain strict confidentiality and discretion. While specific responsibilities will vary, they will include, but will not be limited to, the following:

• Provide administrative support to the Director of the Centre for Inclusive Digital Transformation of Africa (CIDTA) and pillar heads as well as other team members, to effectively conduct the administrative goals and duties of the unit through managing an action tracker, preparing briefing materials, drafting official communications, and conducting research to support strategic engagements.
• Manage a rolling calendar of key events and deadlines, coordinating meetings with timely agenda circulation, and ensuring accurate documentation of decisions and follow-ups by standardizing meeting formats and tracking progress on action items to ensure timely closure.
• Serve as the primary liaison for partners and collaborators, ensuring timely and professional communication, coordinating logistics for visits and audits, and supporting the preparation of accurate progress reports. This will include tracking deliverables and escalating risks to ensure smooth operations and accountability.
• Lead the planning and coordination of high-profile visits and events, managing all logistics, travel, and protocols, while preparing visitor briefs and documenting outcomes by organizing workshops and seminars with precision and professionalism.
• Maintain organized and compliant documentation systems, including a central repository of decisions, reports, and partner records, while ensuring easy retrieval and up-to-date directories of stakeholders.
• Monitor progress of initiatives and projects, support process improvement, and ensure consistent use of reporting templates and project management tools by identifying workflow bottlenecks and proposing practical solutions to enhance efficiency.
• Coordinate travel arrangements and expense reimbursements for the unit, and support procurement of office supplies and equipment in collaboration with the Business Operations team.
• Assist with internal communications for associates and leadership among multiple platforms, interfaces, and serves as principal source of information to staff, and faculty on policies, procedures, programs, and office activities.
• Act as backup for other Administrative Support Coordinators when needed.
• Performs other duties as assigned.

Qualifications:

• A bachelor's degree in relevant field
• 2 - 4 years of experience in administration support roles essential
• Experience in higher education or equivalent relevant experience in fast-paced office administration
• Preferred experience with complex calendaring for executives or faculty
• Fluency in spoken and written English and French a plus

Skills and Competencies:

• Demonstrated ability and flexibility, in a high pressure, fast paced and complex environment, to manage multiple, time sensitive assignments with the capacity to independently prioritize work with strong attention to detail.
• Proven ability to accomplish projects and assignments with strict deadlines.
• Proven ability with logistics and travel coordination.
• Demonstrated skills with organizing files, correspondence and documents and ability to recommend and implement systems to enhance related procedure and policy.
• Superior interpersonal skills and ability to interact with university leaders, faculty, staff, students, alumni, and other stakeholders with a highly professional demeanor and strong customer service skills.
• Exceptional written, oral and electronic communication skills.
• Ability to exercise sound judgment, excellent discretion and maintain confidentiality.
• Demonstrated computer skills and experience with Microsoft Office suite.
• Proven ability with other systems and technology to improve administrative efficiency.
• Ability to learn new computer skills and systems.

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: Kigali, Rwanda

Job Function: Administrative Support and Coordination

Position Type: Staff - Regular

Full Time/Part time: Full time

Pay Basis: Salary