Carnegie Mellon University
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Administrative Coordinator

Job Profile Summary

Administrative coordinators provide coordinating, administrative and secretarial/clerical assistance for specific programs and projects. They work closely with the department head or business manager to ensure that projects and/or programs run smoothly. Individuals in this position may be the only support staff for a particular program/project area. Administrative coordinators are responsible for:

  • Providing general office management: setting up and maintaining complex filing systems, initiating and processing purchase orders for office equipment and supplies, paying bills, etc. Providing clerical/secretarial support for the program/project area. Coordinating various clerical aspects of programs or projects, i.e., data collection, mass mailings of reports or newsletters, circulating journal submissions, project deadlines, commencement, lecture series, travel arrangements, etc.
  • Drafting correspondence, promotional materials, articles, reports, etc. concerning program/project area for supervisor's signature and/or approval. Producing and assembling regular reports and summaries. Frequently required to respond directly to inquiries and requests regarding these reports.
  • Providing in-depth information to faculty, staff, students, outside associates and the general public concerning particular programs and projects. Serving as initial contact and liaison, providing information/coordination via phone or in person for funding agencies or other outside associations. Provides general information regarding research and non-research contracts. Providing general information regarding undergraduate and graduate programs such as, advisors, admissions process, faculty contacts, required courses, etc.
  • Preparing agendas, assembling data, setting up and coordinating arrangements for meetings, conferences, workshops, etc. Taking and distributing minutes. Gathering data and producing statistical and narrative reports for meetings.
  • Serving as liaison with various campus departments including physical plant to insure building maintenance, work orders completion, etc. or Property Management to tag, track, etc. department equipment.

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