Career Center

Innovation. Interdisciplinary collaboration. Complex problem solving. In Carnegie Mellon University's Department of Mechanical Engineering, faculty members, researchers, and students are revolutionizing focus areas in advanced manufacturing, bioengineering, computational engineering, energy and the environment, product design, and robotics. In addition, they are using their expertise in interdisciplinary research centers across the university.

Carnegie Mellon University's department of Mechanical Engineering is searching for an Administrative Coordinator. In this position, you report directly to the Manager of Administrative Services in the Mechanical Engineering Department. You will lead and ensure that the administrative functions related to the assigned faculty support cluster are effectively carried out. (A cluster is defined as multiple faculty members and their research and academic teams including undergraduate and graduate students, research scientists, postdoctoral research associates, collaborators, visiting scholars, technicians).

Your responsibilities will include:

• Completing financial/administrative tasks including expense reimbursements; verifying procurement card purchases; initiating purchase order requests and assisting Department Buyer with collecting required documentation; equipment, office and technical supply purchasing.

• Leading and directing the travel arrangement process for the cluster.

• Composing and preparing confidential correspondence, managing an active calendar of appointments (demonstrates significant independent judgment in identifying and prioritizing scheduling requests and resolving potential scheduling conflicts).

• Compiling documents and building agendas for academic and/or research related meetings.

• Setting up Zoom meetings, S3 and Card swipe system, room reservations, schedule conference rooms for Teaching Assistants, graders, etc.

• Performing specialized administrative support work that requires the exercise of independent judgment, the application of technical skills, and detailed knowledge of University, College and Department level policies and procedures.

• Interacting directly and on behalf of the assigned cluster with internal and external constituents.

• Coordinating and assisting with the event planning process for small research or academic related events hosted by a member of the assigned faculty support cluster (group meetings, seminars, workshops, etc.) including logistical support (catering, contracts, space reservation, remote connectivity and video communication). May assist other Department event planners with logistical support for larger events.

• Providing support for Academic Programs Coordinator: make copies, file coursework, and assist with classroom IT requests, make purchases as needed for food, course and project supplies.

• Performing other related duties as assigned.