Carnegie Mellon University
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Senior Administrative Coordinator

Job Profile Summary

Senior administrative coordinators are responsible for providing advanced administrative support for the business manager, director or department head, etc. They provide assistance for more complex programs and projects that require advanced administrative skills and in depth knowledge of department practices, policies, procedures and programs. Senior administrative coordinators are responsible for:

  • Acting as senior level administrative coordinator, overseeing departmental workloads and paper flow, monitoring work priorities and may distribute work to staff and student employees. Assisting with the hiring and training of new staff and student employees. Coordinating how special projects are executed. Assisting in recruitment by handling scheduling, itinerary and forms/document collection.
  • Acting as departmental liaison or contact person with other university departments; i.e., Budget Office, Registrar's, Physical Plant, Property Management, Human Resources, etc. as well as with outside organizations. Acts on behalf of the department head or business manager as directed in his or her absence.
  • Serving as building manager, handling routine and emergency maintenance issues or may serve as property manager, assisting in property audits, etc. May coordinate space allocation/moves within department or area.
  • Providing in depth information to faculty, staff, students, outside associates and the general public concerning department and/or university policies and procedures. Assisting faculty with in-class technology and assistance as needed. Assisting customers. Answering all routine questions or corrects minor problems. Refers only the most difficult issues and questions to supervisor.
  • Providing administrative assistance to the department head or business manager, such as coordinating meetings, seminars and conferences, maintaining calendar, drafting correspondence, reports, newsletters and other documents, processing mail, reserving rooms and arranging for catering and equipment. May coordinate public relations for the department.
  • Collecting and organizing data for various reports as well as producing and assembling these reports. Completes special projects as assigned. Assists with monitoring department expenditures and budget, places purchase orders and approves invoices for payment. Handles monthly accounting reconciliation, tracking down and correcting problems. Oversees departmental petty cash fund. Makes deposits.

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