Administrative Coordinator, Executive Education (fixed-term) - Tepper School of Business

Executive Education at the Tepper School of Business works with public and private organizations to develop senior and executive leadership and organizational capability. Our programs enable participants to have an impact on their organizations – connecting their needs with the knowledge, faculty, programs, technology, and teaching offered at the Tepper School of Business and Carnegie Mellon University. Tepper Executive Education merges academic excellence with practical business application to solve real problems for our partners.

We are searching for an Administrative Coordinator to join the Executive Education team, within the Tepper School of Business. This is an excellent opportunity if you thrive in an interesting and challenging work environment. You will contribute to the department by supporting the planning, coordination, and delivery of programs within our portfolio. This position supports the administrative aspects of the department – managing communications and scheduling with faculty, internal staff/administrators, and external partners. The Administrative Coordinator will support the calendaring, travel, and expense management for the Executive Director. This is a fixed-term position anticipated to work through June 2023.

Core responsibilities will include:

• Provides confidential secretarial and administrative support for the principal executive or executives, to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate
  
  
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required
  
  
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office
  
  
• Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management; participates in budget planning and management, as required
  
  
• Assists with project development and planning to ensure more efficient service and organization of the office
  
  
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate
  
  
• Assists in the coordination, supervision, and completion of special projects as appropriate
  
  
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities
  
  
• Program on-site assistance;
  
  
• Online support for digital programming;
  
  
• Pre-program setup, Post-program break-down, and after-action review participation
  
  
• Other duties as assigned
  
  

Successful Candidates will demonstrate:

• Ability to manage multiple priorities and maintain composure under pressure;
  
  
• Excellent interpersonal skills and strong verbal and written communication skills;
  
  
• Ability to pay close attention to detail, work on multiple tasks, prioritize work, and follow through reliably;
  
  
• Capability to anticipate logistical needs proactively, follow processes, and look for opportunities for efficiency gains/process improvements;
  
  
• Fundamental knowledge of invoicing and tracking spend against budget.
  
  

Flexibility, excellence, and passion are vital qualities within the Executive Education team. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to 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/GED required; Bachelor’s preferred
  
  
• Minimum three-five years of experience required; experience with program and/or conference coordination in higher education or industry is highly desired
  
  
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace
  
  
• Experience creating and driving detailed agendas, scheduling for groups and/or senior administrators
  
  
• Comfortable working in a high volume/fast-paced environment
  
  
• Flexibility for evening/weekend hours and ability to travel preferred
  
  

Requirements:

• Successful Background Check
  
  

Are you interested in this exciting opportunity?! Apply today!

CMU’s COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus .

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Fixed Term (Fixed Term)

Full Time/Part time

Full time

Pay Basis

Hourly

More Information:

• Please visit “ Why Carnegie Mellon ” to learn more about becoming part of an institution inspiring innovations that change the world.
  
  
• Click here to view a listing of employee benefits
  
  
• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran .
  
  
• Statement of Assurance