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Senior Administrative and Events Coordinator - Heinz College

Heinz College consists of two schools, the School of Public Policy and Management and the School of Information Systems and Management and offers an academic experience unlike any other. Heinz College prepares students with an outstanding ability to conduct careful and objective analysis of meaningful data, to understand and demonstrate the power of information technology, and to lead and implement change in managerial and policy contexts.

The Carnegie Mellon University Heinz College of Information Systems and Public Policy, a global leader in management, information technology, and policy education and research, seeks a Senior Administrative and Events Coordinator to support the joint offices of Diversity, Inclusion, Climate, and Equity (DICE) and Student Affairs and Activities. Reporting directly to the Associate Dean, DICE, this role serves a critical function in a high-energy, fast-paced unit with broad responsibilities for the student experience, College- and university-level events, and faculty and staff climate. You will assist in the planning, promotion, and execution of multiple weekly events, booking and scheduling classroom, meeting, and event spaces for a College-wide constituency of users, maintaining and developing relationships with caterers and other external vendors. In addition, you will handle purchasing, expense reporting, travel card reconciliations and other critical fiscal functions for the offices in a timely and accurate manner. This is an exciting opportunity for a self-starting individual with an enthusiasm for the diverse, entrepreneurial, and international spirit of Heinz College.

Our cultural values of dedication, collaboration, inclusion and integrity are our guiding principles. 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, respect, and inclusion.

Core Responsibilities include:
  • Scheduling meetings and events, including managing invitations, correspondence, coordinating with other offices on availability, handling catering and hospitality requirements, etc.;

  • Event planning, including management of catering, A/V needs, print and promotional materials, registration, and event set-up and tear-down as needed;

  • Maintaining a highly diverse list of regional caterers and restaurants serving a wide variety of international, regional, ethnic, national, and specialty cuisines; develop relationships with new vendors and caterers to support Heinz’s dedication to diverse and culturally adaptable events;

  • Coordinates with the Heinz College Office of Business and Research Services, the University Contracts Office, Procurement, and others for contracts, purchasing, and other business activities;

  • Coordinates travel for the Associate Dean, speakers, visitors, and other office staff as directed, including international travel;

  • Purchasing office supplies, materials, books, etc.;

  • Coordinates, completes, and submits expense reimbursement reports for the Associate Dean, office staff, and visitors;

  • Supports the development of co-curriculars for Public Policy and International Affairs (PPIA) summer program in collaboration with the Director of Public Policy Management programs.

An ideal candidate is:
  • Highly organized, diligent, and determined;

  • Excellent at time management; able to balance multiple, competing priorities and target dates;

  • A connector, interested in working with students, staff, and faculty;

  • Culturally competent, curious, and enthusiastic about the College’s strategic diversity goals;

  • Experience in event planning strongly preferred;

  • Experience with expense reports, purchasing, and travel coordination preferred;

  • Experience with graphic design as applied to decks, reports, web content, invitations, and printed materials is a plus.

  • High school diploma/GED required

  • A successful candidate will possess a combination of work and educational experience that demonstrates an ability to meet the expectations of the position and to quickly obtain skills that are needed.

  • Successful background check

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


Pittsburgh, PA

Job Function

Program, Project and Operations Management

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis


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

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