The posting
The Operations Coordinator is responsible for coordinating and supporting the day-to-day administrative and business operations of the Department of English. Reporting to the Department Head, this position ensures the effective management of departmental resources, administrative processes, personnel-related transactions, facilities, and operational activities.
The Operations Coordinator serves as the department's primary liaison for business and administrative matters with the Dietrich College Dean's Office and relevant university administrative units. The position works collaboratively with the Director of Academic Affairs and academic program staff to coordinate operational support for the department's teaching, research, and academic activities.
The position provides direct supervision to the Administrative Coordinator, manages operational workflows, maintains departmental procedures, and identifies opportunities to improve administrative efficiency and service delivery.
Core responsibilities include:
Departmental Operations and Administration
- Coordinate daily departmental operations, ensuring timely completion of administrative activities and effective use of staff and departmental resources.
- Serve as the Department Head's primary administrative partner for operational matters, tracking action items, coordinating deadlines, and preparing operational information for review and decision-making.
- Develop and maintain departmental administrative procedures, operating calendars, records, and internal workflows.
- Coordinate office operations, space assignments, facilities requests, equipment, supplies, and related departmental resources.
- Work with university administrative offices to resolve operational issues and ensure compliance with applicable policies and procedures.
- Coordinate administrative arrangements for departmental meetings, events, and activities, including logistics, communications, and follow-up.
Financial and Resource Coordination
- Serve as the primary departmental contact with Dietrich College Finance on routine financial operations, budget information, purchasing, and expenditure monitoring.
- Monitor departmental expenditures, commitments, and available balances, identifying discrepancies and issues requiring review.
- Coordinate financial transactions, including purchasing, reimbursements, invoices, and other expense-related activities, consistent with college procedures and established approval authority.
- Maintain departmental financial records and documentation, support reconciliations, and assist with financial reporting.
- Assist the Department Head and college finance team with annual budget planning, financial projections, and operational resource requirements.
- Track departmental administrative obligations associated with restricted and endowed funds in coordination with Dietrich College Finance.
- Prepare financial and operational information to support departmental planning and resource decisions.
Faculty and Staff Personnel Administration
- Coordinate the administrative components of faculty and staff recruitment, hiring, appointments, contracts, and onboarding in collaboration with the Department Head, Human Resources, and the appropriate academic administrators.
- Prepare and track administrative personnel documentation, including faculty contracts, appointment letters, summer salary arrangements, leave-related paperwork, and other employment transactions.
- Coordinate immigration and visa-related administrative requirements with the Office of International Education and other appropriate offices.
- Maintain confidential faculty and staff personnel records and monitor administrative deadlines.
- Provide logistical and document-processing support for faculty review processes in coordination with the Director of Academic Affairs, who retains oversight of reappointment, promotion, and tenure administration.
- Support administration of the annual faculty merit and contract renewal cycles, as directed by the Department Head.
- Coordinate staff and student hiring, onboarding, and personnel transactions within established university procedures.
Staff Supervision and Operational Workflow
- Provide direct supervision to the Administrative Coordinator, including work assignments, performance management, professional development, and workload planning.
- Establish administrative work priorities and ensure appropriate coverage for essential office functions.
- Develop and maintain cross-training and backup procedures for departmental administrative operations.
- Coordinate operational support with academic program staff while respecting established academic affairs reporting relationships and responsibilities.
- Identify administrative service gaps and recommend improvements in staffing utilization, business processes, and workflow efficiency.
Operational Planning and Process Improvement
- Evaluate existing administrative processes and recommend changes to improve efficiency, consistency, and service delivery.
- Develop operational plans and implementation timelines for departmental administrative initiatives.
- Assist the Department Head with evaluating the resource, staffing, space, and administrative implications of proposed departmental activities.
- Prepare operational analyses, reports, and supporting documentation for departmental planning.
- Coordinate implementation of approved administrative initiatives in partnership with relevant departmental staff and college offices.
- Support department-wide operational continuity and compliance with university administrative requirements.
- 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:
- Demonstrated ability to coordinate multiple operational functions, manage competing priorities, and improve administrative processes.
- Experience supervising staff or coordinating administrative work through others.
- Working knowledge of financial transactions, personnel administration, and institutional policies and procedures.
- Strong organizational, analytical, written, and verbal communication skills.
- Ability to exercise sound judgment and maintain confidentiality in personnel and financial matters.
Qualifications:
Required
- Bachelor's degree required
- 1+ years of experience in higher education, business operations, or a comparable administrative environment required
- A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
Preferred
- Progressively responsible experience in an academic department, institute, or research center.
- Experience with university financial, HR, purchasing, and administrative systems, including Workday and Oracle or comparable platforms.
- Familiarity with faculty appointment and personnel processes.
- Experience coordinating departmental budgets and working with a centralized finance office.
- Experience developing administrative procedures and implementing process improvements.
Requirements:
- Successful completion of a pre-employment background check
Additional Information:
Standard university office environment, with occasional evening or weekend work associated with departmental events and operational deadlines.
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
Program, Project and Operations Management
Position Type
Staff – Regular
Full Time/Part time
Full time
Pay Basis
Salary
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
