Senior Administrative Coordinator

Established in 2004, Carnegie Mellon University in Qatar (CMU-Q) is 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 foundation of CMU-Q’s success is its exceptional faculty and staff, whose expertise, creativity, and commitment to student success contribute to a dynamic and globally engaged university community. By fostering a diverse and collaborative environment, CMU-Q benefits from the

breadth of perspectives, experiences, and skills that each member of our community brings to the institution.

We are seeking an accomplished and highly organized Senior Administrative Coordinator to join our Student Affairs team. This position serves as a critical operational partner within the department, providing high-level administrative coordination and contributing to the effective execution of programs, services, and initiatives that support the student experience.

The Senior Administrative Coordinator will facilitate, coordinate, and orchestrate complex processes across multiple stakeholders, priorities, functional areas, and projects. Success in this role requires more than strong administrative skills; it needs sound judgment, exceptional

organization, proactive problem-solving, strong interpersonal and communication skills, discretion, adaptability, and the ability to anticipate needs and navigate competing priorities with confidence.

Working in a fast-paced, highly collaborative Student Affairs environment, the Senior Administrative Coordinator will serve as an important connector among students, staff, faculty, university leadership, and external partners. The individual will help ensure that operational details are thoughtfully managed, communication and follow-through are consistent, and departmental initiatives move forward efficiently and effectively.

The ideal candidate will be a proactive and solutions-oriented professional who brings structure to complexity, builds strong relationships, takes ownership of responsibilities, and understands that exceptional administrative coordination is fundamental to delivering an outstanding student experience.

Core Responsibilities Include:

Student Affairs Operations Coordinator (70%)

● Serves as a trusted operational partner to Student Affairs leadership.

● Responsible for the comprehensive coordination of the fiscal resources of the Department of Student Affairs, including contracts and PO initiation, review, submission and execution; budget forecasting; overseeing requisitions, purchasing and bill paying of an expanding Student Affairs portfolio of events and initiatives, including an extensive international travel program.

● Oversees and coordinates the administrative operations of a ten-member Student Affairs team, managing competing priorities, departmental schedules, operational resources, and administrative processes to ensure effective and timely execution of departmental responsibilities.

● Responsible for expense reports for ten full time staff members including allowances, professional development and program expenses.

● Coordinates a wide variety of events and meetings which requires planning, budgeting, preparing agendas and materials, record meeting notes, and track follow-up actions and collaboration with a wide range of stakeholders and partners.

● Provides direction and instruction to department staff, students and faculty advisors for

student travel programs based on departmental guidelines and university policy.

Coordinates with multiple stakeholders for successful and compliant orchestration of events and initiatives.

● Verifies a high volume of procurement card transactions for multiple departmental procurement cards and reconciles in compliance with university policy.

● Maintain organized electronic and physical filing systems in accordance with university

policies.

● Collects and organizes 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, SOPs, timelines, checklists, and other tools that promote consistency and continuity.

● Serves as the Student Affairs liaison with critical partners including Business Operations, Finance, Facilities Management, Computing Services, the Registrar and our Travel Agency.

● Responsible for coordinating annual guests itineraries, including travel, visa,

accommodations, schedule, room booking, meals and transportation and per diem expenses, requiring inter departmental and local resource coordination.

● Coordinates the administrative and logistical components of professional staff recruitment and onboarding, including candidate scheduling, travel itineraries (as applicable), interview logistics, and all communications.

● Coordinates the annual purchasing of a significant volume of branded items, requiring coordination with stakeholders, MPR, the University Contracts Office and vendors.

● Cultivates and manages new and ongoing relationships with external constituents including catering and hotel vendors, transportation resources, as well as a broad range of service providers in support of the Department of Student Affairs.

Student Support (20%)

● Provides administrative support to 25-35 student clubs and organizations throughout each academic year. Responding to inquiries by email, phone, and in person and providing guidance, accurate information and connecting students with the appropriate resources by assisting students in navigating university policy and procedures.

● Responsible for the reconciliation of a high volume of procurement card transactions that supports student initiatives.

● Recognizes and problem solves situations that require additional support and appropriately refers 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.

● Participates in student focused outreach initiatives and events offered by the university such as welcoming prospective new students, and graduation and convocation ceremonies, etc.

Operational Management (10%)

● Manages departmental priorities, resolving operational issues, interpreting established

policies and procedures in collaboration with our financial department, and determining

when matters require escalation to Student Affairs leadership.

● Anticipates operational challenges and proactively develops solutions to ensure continuity of departmental services, programs, and initiatives.

● Evaluates competing priorities and determines appropriate sequencing, resources, timelines, and stakeholder involvement to achieve departmental objectives.

● Serves as a primary resource for staff, students, faculty, and university partners regarding Student Affairs administrative processes, financial procedures, travel requirements, and operational policies.

● Identifies risks, compliance concerns, and potential barriers and takes appropriate action or escalates 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.

Competencies

Interpersonal Skills

Works effectively with individuals across different roles, backgrounds, cultures, and levels of the university. Contributes positively to team goals and relationships.

Organization and Planning Skills

Demonstrates exceptional organizational skills and the ability to manage multiple responsibilities, deadlines, and competing priorities while maintaining accuracy and quality.

Problem Solving and Reasoning Skills

Anticipates needs, identifies potential challenges, takes initiative, and seeks appropriate

solutions with minimal supervision.

Communication

Communicates clearly, professionally, and respectfully in person, by telephone, and in writing.

Demonstrates strong listening skills and adapts communication to different audiences.

Collaboration and Teamwork

Demonstrates a genuine commitment to supporting students and creating a positive experience for individuals interacting with the department.

Adaptability

Remains calm and effective in a fast-paced environment where priorities and circumstances

may change quickly.

Attention to Detail

Produces accurate, thorough, and timely work while recognizing the importance of details in administrative processes.

Qualifications

Required

● Bachelor’s degree in a relevant field or a related discipline; equivalent education and

relevant professional experience may be considered.

● 3-5 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.

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

Doha, Qatar

Job Function

Administrative Support and Coordination

Position Type

Staff – Fixed Term (Fixed Term)

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: