Administrative Coordinator - College of Engineering - Electrical and Computer Engineering

About the role

The Department of Electrical and Computer Engineering at Carnegie Mellon University is seeking an Administrative Coordinator. This role reports to the ECE business manager and collaborates with the ECE operations manager and other department and administrative services team members to ensure smooth project and program operations. The Administrative Coordinator provides coordinating, administrative, and secretarial/clerical support for specific programs and projects and may serve as the sole support staff for a particular program or project area.

Responsibilities

• Participate in the department’s shared services administrative mailbox support on a rotating schedule.
• Assist with the coordination of the ECE visa process for international graduate students, undergraduate student interns, visiting faculty, visiting research scholars, and postdoctoral research associates.
• Process documents annually for 200+ students and scholars in F, J, and H-1B visa categories to apply for U.S. visas.
• Advise on immigration matters related to university policies and procedures, serving as a resource for department faculty and staff on hosting international students and scholars as paid or unpaid visiting researchers.
• Assist with the production of visa documents.
• Support logistics for the department’s Visitor and Graduate Seminars, including seminar planning, scheduling, guest speaker coordination, event logistics, communication, and promotion.
• Make reservations for conference and meeting rooms, assist with room requirements, setup, and cleanup.
• Assist with administrative duties for the department’s Qualifying exams.
• Perform related duties as assigned.

Qualifications

• High School Diploma or GED; Associate degree preferred.
• 3-5 years of experience in:
  • Administrative support
  • Problem-solving and reasoning skills
  • Interpersonal skills
  • Organization and planning skills
  • Higher education experience
  • Confidentiality
  • Event planning
  • Computer literacy
  • Calendar management
  • Travel planning
• A combination of education and relevant experience demonstrating comparable knowledge may be considered.
• Preferred: Knowledge of F, J, and H1-B immigration regulations.
• Successful background check.

Benefits

• Comprehensive medical, prescription, dental, and vision insurance.
• Generous retirement savings program with employer contributions.
• Tuition benefits.
• Ample paid time off and observed holidays.
• Life and accidental death and disability insurance.
• Free Pittsburgh Regional Transit bus pass.
• Access to the Family Concierge Team for childcare navigation.
• Fitness center access.
• Additional perks and benefits available.

Pay

Hourly.

Schedule

Full time.

Location: Pittsburgh, PA