Senior Administrative Coordinator

Role Overview

Senior Administrative Coordinator at Carnegie Mellon University in Doha, Qatar. This is a full-time, fixed-term staff position reporting to the Student Affairs department.

Company Overview

Carnegie Mellon University in Qatar (CMU-Q) was established in 2004 as part of a transformative partnership with Qatar Foundation, bringing world-class undergraduate education and the distinctive academic excellence of Carnegie Mellon University to the Middle East. The institution is built on a foundation of exceptional faculty and staff whose expertise, creativity, and commitment to student success contribute to a dynamic and globally engaged university community.

Role Purpose

The Senior Administrative Coordinator serves as a critical operational partner within Student Affairs, providing high-level administrative coordination and contributing to the effective execution of programs, services, and initiatives that support the student experience. The role facilitates, coordinates, and orchestrates complex processes across multiple stakeholders, priorities, functional areas, and projects while serving as an important connector among students, staff, faculty, university leadership, and external partners.

Key Responsibilities

Student Affairs Operations

• Serve as a trusted operational partner to Student Affairs leadership.
• Coordinate comprehensive fiscal resources of the Department of Student Affairs, including contracts and purchase order initiation, review, submission and execution.
• Forecast budgets and oversee requisitions, purchasing and bill paying for an expanding Student Affairs portfolio of events and initiatives, including an extensive international travel program.
• Oversee and coordinate the administrative operations of a ten-member Student Affairs team, managing competing priorities, departmental schedules, operational resources, and administrative processes.
• Process expense reports for ten full-time staff members including allowances, professional development and program expenses.
• Coordinate a wide variety of events and meetings, including planning, budgeting, preparing agendas and materials, recording meeting notes, and tracking follow-up actions.
• Provide direction and instruction to department staff, students and faculty advisors for student travel programs based on departmental guidelines and university policy.
• Coordinate with multiple stakeholders for successful and compliant orchestration of events and initiatives.
• Verify a high volume of procurement card transactions for multiple departmental procurement cards and reconcile in compliance with university policy.
• Maintain organized electronic and physical filing systems in accordance with university policies.
• Collect and organize data for various reports including program outcome measures, annual and periodic budget reports.
• Develop, document, evaluate, and continuously improve departmental administrative processes, workflows, and standard operating procedures to increase efficiency, consistency, accountability, and service delivery.
• Identify operational gaps, inefficiencies, and recurring challenges and recommend solutions that improve service delivery, accountability, and departmental effectiveness.
• Develop and maintain process maps, standard operating procedures, timelines, checklists, and other tools that promote consistency and continuity.
• Serve as the Student Affairs liaison with critical partners including Business Operations, Finance, Facilities Management, Computing Services, the Registrar and the Travel Agency.
• Coordinate annual guest itineraries, including travel, visa, accommodations, schedule, room booking, meals, transportation and per diem expenses, requiring inter-departmental and local resource coordination.
• Coordinate the administrative and logistical components of professional staff recruitment and onboarding, including candidate scheduling, travel itineraries as applicable, interview logistics, and all communications.
• Coordinate the annual purchasing of a significant volume of branded items, requiring coordination with stakeholders, Marketing and Public Relations, the University Contracts Office and vendors.
• Cultivate and manage new and ongoing relationships with external constituents including catering and hotel vendors, transportation resources, and a broad range of service providers in support of the Department of Student Affairs.

Student Support

• Provide administrative support to 25-35 student clubs and organizations throughout each academic year, responding to inquiries by email, phone, and in person.
• Provide guidance, accurate information and connect students with the appropriate resources by assisting students in navigating university policy and procedures.
• Reconcile a high volume of procurement card transactions that supports student initiatives.
• Recognize and problem-solve situations that require additional support and appropriately refer students to professional staff or campus resources.
• Handle student and departmental information with appropriate confidentiality, discretion, and professionalism.
• Provide training and guidance to student clubs on university financial policies and procedures, promoting responsible fiscal management, accountability, and compliance.
• Participate in student-focused outreach initiatives and events offered by the university such as welcoming prospective new students and graduation and convocation ceremonies.

Operational Management

• Manage departmental priorities, resolving operational issues, interpreting established policies and procedures in collaboration with the financial department, and determining when matters require escalation to Student Affairs leadership.
• Anticipate operational challenges and proactively develop solutions to ensure continuity of departmental services, programs, and initiatives.
• Evaluate competing priorities and determine appropriate sequencing, resources, timelines, and stakeholder involvement to achieve departmental objectives.
• Serve as a primary resource for staff, students, faculty, and university partners regarding Student Affairs administrative processes, financial procedures, travel requirements, and operational policies.
• Identify risks, compliance concerns, and potential barriers and take appropriate action or escalate issues to leadership when necessary.
• Oversee the recruitment, hiring, onboarding, and ongoing development of student employees within the Student Affairs department.
• Coordinate the student worker lifecycle from initial recruitment through performance support and professional growth, ensuring students have meaningful opportunities to build skills, take ownership, and contribute to the department's programs and services.

Skills & Competencies

• Interpersonal Skills: Work effectively with individuals across different roles, backgrounds, cultures, and levels of the university; contribute positively to team goals and relationships.
• Organization and Planning: Demonstrate exceptional organizational skills and the ability to manage multiple responsibilities, deadlines, and competing priorities while maintaining accuracy and quality.
• Problem Solving and Reasoning: Anticipate needs, identify potential challenges, take initiative, and seek appropriate solutions with minimal supervision.
• Communication: Communicate clearly, professionally, and respectfully in person, by telephone, and in writing; demonstrate strong listening skills and adapt communication to different audiences.
• Collaboration and Teamwork: Demonstrate a genuine commitment to supporting students and creating a positive experience for individuals interacting with the department.
• Adaptability: Remain calm and effective in a fast-paced environment where priorities and circumstances may change quickly.
• Attention to Detail: Produce accurate, thorough, and timely work while recognizing the importance of details in administrative processes.

Qualifications & Experience

Required

• Bachelor's degree in a relevant field or a related discipline; equivalent education and relevant professional experience may be considered.
• Three to five years relevant experience.
• Strong organizational, communication, and interpersonal skills.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and follow-through.
• Proficiency with common office productivity software and digital communication tools.
• Ability to maintain confidentiality and exercise appropriate professional judgment.
• Demonstrated ability to work effectively both independently and as part of a team.

Preferred

• Experience working in Higher Education, Student Affairs, student services, or a similarly student-centered environment.
• Experience with university administrative, financial, student information, or scheduling systems.
• Experience using project-management or workflow tools.
• Project Management Professional Certification.

Additional Information

Compensation and Benefits

• Position type: Staff, fixed-term full-time position with hourly pay basis.
• Comprehensive medical, prescription, dental, and vision insurance.
• Generous retirement savings program with employer contributions.
• Tuition benefits.
• Ample paid time off and observed holidays.
• Life and accidental death and disability insurance.
• Free Pittsburgh Regional Transit bus pass.
• Access to Family Concierge Team to help navigate childcare needs.
• Fitness center access.

Employer Information

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