Senior Administrative Coordinator – Advancement and Alumni Engagement - Tepper School of Business

Job description

The Senior Administrative Coordinator serves as the primary front office administrator for the Tepper School of Business Advancement and Alumni Engagement team. This role provides executive support to advancement leadership, ensures efficient daily office operations, coordinates donor and visitor experiences, manages expense processing and administrative workflows, and serves as a key liaison with partners across Carnegie Mellon University and the Tepper School. The ideal candidate is highly organized, detail-oriented, customer-service focused, technologically savvy, and enjoys building relationships. The successful candidate takes initiative, asks thoughtful questions, and seeks to understand the broader purpose behind the work they support. Core responsibilities include: Executive and Administrative Support Manage and maintain the calendar of the Associate Dean for Advancement and Alumni Engagement, including meeting scheduling and coordination. Prepare presentations, charts, reports, PDFs, meeting materials, and other administrative documents. Provide general technology support for meetings, presentations, and office operations. Coordinate departmental meetings, including scheduling, agenda preparation, note taking, and distribution of meeting summaries. Maintain confidential records and exercise discretion when handling sensitive information. Complete special projects and administrative assignments as requested by advancement leadership. Office Operations and Customer Service Serve as the first point of contact for visitors, alumni, donors, volunteers, faculty, staff, and other guests. Create a welcoming and professional office environment. Manage conference room scheduling, usage, and availability. Maintain office supplies, storage areas, filing systems, and shared office resources. Manage Advancement-branded materials and swag inventory, including tracking, ordering, and replenishment. Coordinate office events and staff engagement activities, including quarterly team gatherings. Support onboarding and day-to-day supervision of student workers assigned to the office. Answer inquiries, resolve routine issues, and direct more complex matters to the appropriate team members. Expense and Financial Administration Process expense reports and reimbursement requests accurately and in a timely manner. Verify Oracle account strings and ensure compliance with university financial procedures. Communicate submission deadlines and reimbursement expectations to staff. Monitor transactions and assist with financial documentation and recordkeeping. Support purchasing and payment processes as needed. Advancement and Donor Relations Support Coordinate logistics for donor, alumni, and volunteer visits. Prepare visit materials, itineraries, gift bags, digital signage, and other visit-related resources. Enter and maintain visitor and engagement information within Tartan360 (T-360). Process and track VIP acknowledgment letters and related stewardship activities. Support advancement initiatives through accurate data entry, coordination, and administrative follow-up. Assist with special projects that enhance alumni engagement and donor stewardship efforts. Campus Partnerships and Coordination Develop a strong understanding of Carnegie Mellon University and the Tepper School of Business, including facilities, offices, policies, and resources. Build and maintain effective working relationships with key university partners, including: Dean's Office Business Office Tepper Academic Services (TAS) Marketing & Communications Admissions Undergraduate Programs Master's Career Center Ph.D. Program Building Operations Information Technology Serve as a liaison between Advancement and campus partners to facilitate communication and ensure smooth execution of projects and events. Technology, Data, and Process Support Utilize university and advancement systems, including Tartan360 and Oracle, to support departmental operations. Maintain accurate records and perform timely data entry. Generate reports and compile information to support team decision-making and operational needs. Embrace new technologies and continuously seek opportunities to improve administrative processes and efficiency. 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: Excellent written and verbal communication skills. Strong organizational skills and exceptional attention to detail. Dependability and sound judgment. A customer-focused mindset. Ability to build relationships with a wide variety of constituents. Initiative and a proactive approach to problem-solving. Curiosity and a desire to understand processes and outcomes. Comfort learning and utilizing new technologies and systems. Ability to manage multiple priorities 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), non-exempt position based in Pittsburgh, PA. Work Posture: This position is operating fully on campus 5 days/week. Joining the CMU team opens the door to an arr