Carnegie Mellon University

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.

Training and Development Opportunities