Administrative Coordinator - College of Engineering - Information Networking Institute

Responsibilities

• Admissions Support: Serve as a primary point of contact for prospective and current graduate applicants via phone, email, and in person. Respond to routine inquiries regarding application requirements, deadlines, and procedures, escalating complex issues as appropriate. Assist applicants with navigating admissions processes while maintaining strict confidentiality.
• Financial Transactions: Provide support by reconciling PRC reports, troubleshooting sales tax exemption issues, preparing expense reimbursement requests, and working with the INI Business Operations team to resolve ER audit findings and other related issues. Process service contracts, including requests for contract review and approval, addendums, and renewals, as well as Accounts Payable requests such as entering new suppliers in the CMU Oracle Financial System, preparing and processing Non-Employee expense reimbursements. Interpret and implement University policies and procedures and other related tasks.
• Travel and Event Support: Make travel arrangements for faculty, staff, students, and visitors, as needed for recruitment and other related activities throughout the year. Assist with planning INI events, including admissions open houses, student visits, and tours, by assisting with agenda development, ordering supplies and equipment, working with vendors to ensure administrative processes are followed, and working with FMS for event setup and clean-up. Provide meeting support, including scheduling meetings and information sessions, facilitating agenda and briefing development, coordinating room reservations and technical support, and taking notes.
• Data Management, Front Desk and Miscellaneous Support: Manage the INI Winthrop Street reception desk and entrance, providing front-desk coverage as needed. Maintain and update records in various INI and university systems (e.g., Oracle Financials, Slate) to ensure accurate, complete information to support INI's functional areas. Review and process admissions data, prepare correspondence, forms, and reports, ensuring all materials are proofread for accuracy and consistency with university and INI standards. Assist with the filing (digital and print) of student, applicant, financial, alumni, and other INI documents, coordinate business processes, work on/manage special projects, and other duties as assigned.

Qualifications

• High School diploma or equivalent
• 5+ years of office experience, including working experience within an academic setting
• Driver’s License

Requirements

• Successful Background Check

Benefits

Joining the CMU team opens the door to an array of exceptional benefits. Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!