Administrative Coordinator

The Carnegie Mellon Portugal Program (CMU Portugal) is a platform for education, research and innovation that brings together Carnegie Mellon University (CMU) and several Portuguese universities, research institutions and companies. CMU Portugal’s mission is to place Portugal at the forefront of research and technological development in the area of Information and Communication Technologies (ICT), by promoting an innovation ecosystem with a tight coupling between cutting-edge research, world-class graduate education, and highly innovative companies in the data-driven economy.

The CMU Portugal Program at Carnegie Mellon is hiring an Administrative Coordinator to join its team in Pittsburgh. This is an excellent opportunity for someone who thrives in an interesting and challenging work environment! In this role, the Administrative Coordinator will be a liaison for the team and key contact for other University departments by supporting the growing programs and providing advanced administrative support to enable the Program’s success. You will work closely with the director and associate director of the CMU Portugal Program to ensure the Program is run smoothly.

Your core responsibilities will include:

• Assisting with doctoral calls and research project calls, including applicant database management, drafting admissions offer templates, and confirming award details and acceptance of admission offers.
  
  
• Coordinating high-level special events and programming, including on- and off-campus meetings, conferences, symposiums, virtual events, and visits from a wide variety of individuals and organizations.
  
  
• Drafting correspondence, promotional materials, articles, reports, etc. concerning program/project area for supervisor's signature and/or approval.
  
  
• Prepares agendas, assembles data, sets up and coordinates arrangements for meetings, conferences, workshops, etc.
  
  
• Providing general office management: setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc.
  
  
• Providing in-depth information to faculty, staff, students, outside associates and the general public concerning particular programs and projects.
  
  
• Serving as liaison with various campus departments including physical plant to insure building maintenance, work orders completion, etc. or Property Management to tag, track, etc. department equipment.
  
  
• Working with student and faculty visitors and their host departments, assisting with visa coordination and other relevant items for visiting scholars, including facilitating office access, sponsored IDs, etc.
  
  
• other duties as assigned.
  
  

Flexibility, excellence, and passion are vital qualities within Carnegie Mellon University. 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!

You should demonstrate:

• Strong organizational skills
  
  
• Strong problem-solving and reasoning skills
  
  
• Interpersonal skills
  
  

Qualifications:

• High School Diploma or GED (bachelor’s degree preferred)
  
  
• 3-5 years of relevant experience
  
  

Requirements:

• Successful background check
  
  

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.) Staff and faculty must comply with all applicable COVID-19 mitigation requirements. Please see Minimum Requirements to Return to Campus for details regarding the university’s current COVID-19 mitigation requirements.

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

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