Senior Administrative Coordinator – Tepper School of Business
Job description
Carnegie Mellon University’s Tepper School of Business. This is an exciting opportunity for someone who thrives in an interesting and challenging work environment. You will contribute to the department by providing support by being responsible for providing advanced administrative support for the business manager, director or department head. Provides assistance for more complex programs and projects that require advanced administrative skills and in-depth knowledge of department practices, policies, procedures and programs. This may include oversight of workflow, leading other administrative coordinators, distributing work, handling payroll/personnel paperwork, reviewing and processing invoices, coordinating and scheduling meetings, seminars and conferences. May perform secretarial/clerical tasks.
Core responsibilities include:
Workday Transaction Processing
Process and manage Workday transactions, including student job appointments, changes, and terminations.
Process student prizes, awards, stipends, faculty activity pay, and other department personnel and payment transactions.
Review and facilitate Teaching Assistant Credit (TAC) requests, ensuring faculty allocations for student support align with approved guidelines and based on course enrollment.
Maintain accurate job profiles, records, and supporting documentation within Workday.
Collaborate with faculty, staff, and the Finance Managers to ensure timely, accurate, and compliant transaction processing.
Procurement, Purchasing, and Accounts Payable
Create, track, review, and monitor purchase orders in accordance with University policies and procedures.
Review invoices for accuracy and completeness and facilitate timely payment processing.
Coordinate with vendors and University departments to resolve purchasing and payment-related issues.
Assist with monitoring departmental expenditures and budget activity.
Financial Review, Expense Management, and Compliance
Review and approve procurement card transactions, travel reimbursements, student reimbursements, and other expense-related transactions.
Utilize Oracle and other financial systems to review financial activity, validate charge strings, monitor available funding, and ensure expenses are appropriately charged.
Ensure financial transactions comply with University procurement, travel, and financial policies.
Ensure proper supporting documentation for financial transactions.
Assist with financial reporting and provide budget-related information as needed.
Administrative and Departmental Support
Provide administrative support to department leadership, including coordinating meetings, maintaining calendars, processing mail, reserving rooms, and arranging catering and equipment.
Assist with recruitment activities, including interview scheduling, candidate itineraries, and documentation collection.
Assist with onboarding and training of new staff and student employees.
Serve as a departmental liaison with University offices. Ex. Finance, Human Resources, Budget, Registrar, Property Management, and other administrative units, as well as external organizations.
Collect, organize, and prepare reports, data, and other departmental documentation.
Coordinate and support special projects as assigned.
Provide information and guidance regarding departmental and University policies and procedures to faculty, staff, students, and external stakeholders.
As a senior administrative coordinator, may assist with monitoring workflow, work priorities, and the distribution of work to staff and student employees.
Act on behalf of the department head or business manager, as directed, during periods of absence.
Identify opportunities for process, policy, and service improvements.
Provide timely, professional, and customer-focused service to internal and external stakeholders.
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.
You should demonstrate:
Experience processing personnel, payroll, financial, or administrative transactions within an enterprise system such as Workday.
Experience with purchasing, accounts payable, expense reimbursement, and budget monitoring activities.
Experience using financial systems such as Oracle.
Strong attention to detail and ability to maintain accurate records.
Excellent organizational, communication, and customer service skills.
Ability to interpret and apply policies, procedures, and guidelines with accuracy and consistency.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Qualifications:
High school diploma or GED required
3-5 years of administrative support experience required
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
Requirements:
Successful completion of a pre-employment background check
Additional Information:
Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity. Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.
This is a full-time (37.5 hours/week), non-exempt position based in Pittsburgh, PA
Work Posture: This position is operating on a hybrid schedule effective January 1, 2027, the expected work posture will transition to four (4) days on-site and one (1) day remote per week. Continuation of any hybrid work arrangement is not guaranteed and will be subject to further evaluation based on university policy, business needs, and institutional approval.
Remote Work: A remote work option may be available through December 2026 for candidates who reside in Pennsylvania, California, New York, Virginia, or Washington, D.C. Any approved remote work arrangement is contingent upon the successful execution of a Remote Work Agreement (RWA) as part of the employment offer process. Continuation of a remote work arrangement beyond December 2026 is not guaranteed and will be subject to further evaluation based on university policy, business needs, and institutional approval.
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:
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Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.