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Administrative Coordinator - Mechanical Engineering

Carnegie Mellon University
Pennsylvania, United States
Salary Not Specified
Start date
Dec 4, 2023

Job Details

The 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 to join their team. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by l eading and ensuring 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 core 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; processing forms and connecting with travelers and travel providers; maintaining policy compliance and resolving complications that arise before and during travel.

  • 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, scheduling 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.

  • Researching, prioritizing and following up on incoming issues and concerns related to the assigned cluster.

  • Acting as an information resource.

  • Coordinating/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: making copies, filing coursework, and assisting with classroom IT requests, making purchases as needed for food, course and project supplies.

  • Performing other related 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.

  • High school diploma/GED required

  • 1-3 years of administrative support experience

  • Higher Education experience preferred

  • Excellent interpersonal, problem-solving, reasoning, organization, and planning skills

  • Successful background check

Joining the CMU team opens the door to an array of exceptional benefits, available to all full-time Carnegie Mellon University employees. Experience the full spectrum of advantages, from comprehensive medical, prescription, dental, and vision insurance to enticing retirement savings programs. Unlock your potential with tuition benefits, and take well-deserved breaks with generous paid time off and holidays. Rest easy knowing you're covered by life and accidental death and disability insurance. For a comprehensive overview of the benefits awaiting you, explore: .

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role & responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique key skills and the diverse perspectives you bring. Our commitment to fostering an inclusive work environment means we also account for geographic differentials. 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 this exciting opportunity?! Apply today!


Pittsburgh, PA

Job Function

Administrative Support and Coordination

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


Carnegie Mellon Univesity

Carnegie Mellon University challenges the curious and passionate to imagine and deliver work that matters.

A private, global research university, Carnegie Mellon stands among the world's most renowned educational institutions, and sets its own course. Start the journey here.

Over the past 10 years, more than 400 startups linked to CMU have raised more than $7 billion in follow-on funding. Those investment numbers are especially high because of the sheer size of Pittsburgh’s growing autonomous vehicles cluster – including Uber, Aurora, Waymo and Motional – all of which are here because of their strong ties to CMU.

With cutting-edge brain science, path-breaking performances, innovative startups, driverless cars, big data, big ambitions, Nobel and Turing prizes, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we create it. 

Many seek Pittsburgh for being a hot spot for entrepreneurship and a model for future cities. Others come for the city's burgeoning food scene.

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