Administrative Coordinator - College of Engineering - Information Networking Institute

• Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions.
• With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn’t imagine the future, we invent it.
• If you’re passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!
• The Information Networking Institute (INI) at Carnegie Mellon University (CMU) educates and develops engineers through technical, interdisciplinary master’s degree programs in information networking, security and mobile and IoT engineering that incorporate business and policy perspectives.
• The INI Administrative Coordinator will report to the INI Director of Admissions and work closely with the Business Operations team to provide administrative support to the INI Admissions and Recruitment team and other INI functional areas.

Responsibilities

Admissions Support: The incumbent will serve as a primary point of contact for prospective and current graduate applicants via phone, email and in person. They will respond to routine inquiries regarding application requirements, deadlines, and procedures, escalating complex issues as appropriate, and will assist applicants with navigating admissions processes while maintaining strict confidentiality. Financial Transactions: The incumbent will provide support by reconciling PRC reports, troubleshooting sales tax exemption issues; will prepare expense reimbursement requests and work with the INI Business Operations team to resolve any ER audit findings and other related issues; will process service contracts including requests for contract review and approval, and contract 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; interpreting and implementing University policies and procedures and other related tasks. Travel and Event support: The incumbent will make travel arrangements (e.g., airfare, ground transportation, hotel reservations, etc.) for faculty, staff, students, and visitors, as needed for recruitment and other related activities throughout the year. In addition, the incumbent may 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 that administrative processes are followed, and working with FMS for event setup and clean-up. The incumbent will also 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 Also, the incumbent will manage the INI Winthrop Street reception desk and entrance and provide front-desk coverage as needed. Other responsibilities include maintaining and updating records in various INI and university systems (e.g., Oracle Financials, Slate) to ensure accurate, complete information to support the INI's functional areas. The incumbent will review and process admissions data, and will prepare correspondence, forms, and reports, ensuring all materials are proofread for accuracy and consistency with university and INI standards. The incumbent will also assist with the filing (digital and print) of student, applicant, financial, alumni, and other INI documents, coordinating business processes, working on/managing special projects, and other duties as assigned. Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can 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.