Administrative Coordinator - College of Engineering - Civil and Environmental Engineering

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 Civil and Environmental Engineering Department at Carnegie Mellon offers a unique interdisciplinary program that enables you to develop imaginative solutions to real-world engineering problems. With access to cutting-edge research and technology, high achieving, energetic - yet approachable - faculty, and an innovative and flexible curriculum, we consistently rank among the top engineering programs by US News and World Report.

CEE is looking for an organized, detail-oriented Administrative Coordinator to keep its undergraduate and graduate academic operations running smoothly. You will own the back-office work behind CEE's academic programs: student data entry and records in S3, student and course paperwork, and student Workday transactions. You will also work with faculty, academic advisors, and the office of the University Registrar on course scheduling, course needs, and degree-progress support. This role suits someone who enjoys accurate, deadline-driven work, can manage a busy academic calendar, and likes working with students, faculty, and staff. This position follows a standard full-time onsite schedule. Some evening or weekend work is required for student events.

Core Responsibilities:

Student Records, Data, and Paperwork

• Enter and maintain student data in S3 and in CEE student databases and spreadsheets; create and maintain student files.
• Process paperwork and forms for students, courses, and programs (for example, NAPP, graduate forms, certifications).
• Process graduate aid (GRAD AID) and scholarships, and answer Student HUB account questions.
• Coordinate student grants (for example, the Fenves Travel Grant, Hendrickson, and commencement).

 Student Hiring in Workday

• Run the student hiring process for PhD appointments, hourly student hires (including TA and grader transactions), program assistants, and other ad hoc roles. This covers letters, onboarding and offboarding in Workday.

Courses and Scheduling

• Work with instructors and the University Registrar to build the CEE undergraduate and graduate course schedule each semester.
• Collect course needs from instructors before each semester (software, technical supplies, field trips, guest speakers), make sure each request reaches the right person, and fulfill requests, including course purchasing.
• Undergraduate and graduate course waitlist maintenance.
• Make sure faculty and their delegates meet course deadlines, including final exam timing and grade entry (especially Independent Study, Research Projects, and Seminar).
• Take attendance at graduate seminars and process attendance waivers.

Academic Program Support

• Support program academic advisors with degree audits in Stellic, academic compliance, and progress-to-degree tracking.
• Support Leadership & Academic teams with academic processing and forms.
• Support the department's ABET accreditation process each semester.
• Assist with CEE student events (Open House, yield events, Commencement, undergraduate and graduate Orientation).
• Coordinate the student–alumni mentoring program: recruit applicants, match students with alumni, and provide ongoing support.

• 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.

Required Qualifications:

• Bachelor's degree, or an equivalent combination of education and experience.
• 2+ years of administrative, academic, or office coordination experience.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Proficiency with Microsoft Excel (sorting, filtering, basic formulas) and the Microsoft 365 / Google Workspace tools.
• Ability to handle a high volume of transactions and competing deadlines, especially during semester start-up (August–September and December–January).
• Clear, professional written and verbal communication with students, faculty, and staff.
• Discretion with confidential student information, in line with FERPA.
• Ability to learn new enterprise systems quickly.
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Preferred Qualifications:

• Experience in a higher-education academic department or student services office.
• Hands-on experience with Workday (student or hourly hiring, onboarding, time tracking).
• Experience with a student information system, ideally CMU's S3, and degree-audit tools, such as Stellic.
• Familiarity with course scheduling, registrar processes, waitlists, or graduate aid processing.
• Experience supporting ABET or other accreditation and compliance reporting.
• Purchasing or procurement experience in a university setting.
• Experience supporting events such as orientation, open house, or commencement.

What success looks like in the first year:

• Student hiring and student paperwork are processed accurately and on time.
• S3 and departmental student records are current and audit-ready.
• Course schedules and course-need requests are completed accurately and on time.
• Advisors have the degree-audit and progress data they need at the end of each term.

Requirements:

• Successful Background check

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!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: 

• Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world. 

• Click here to view a listing of employee benefits

• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran. 

• Statement of Assurance