Senior Administrative Coordinator - Office of the Vice President for Research - ICARM

Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn’t imagine the future, we invent it. If you’re passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!

The Office of the Vice President for Research (OVPR) has responsibility for nurturing interdisciplinary research initiatives at one of the nations' leading research institutions.  OVPR provides overall research administration and policy for all colleges and schools, as well as the university's more than 100 centers and institutes.  Working closely with deans, department heads, faculty, students and staff, the office provides an innovative and supportive research environment that spans all disciplines and campuses and assures that research activities are planned and conducted in accordance with regulations and University policy. 

The Institute for Computer-Aided Reasoning in Mathematics (ICARM) is a new NSF Mathematical Sciences Research Institute located at Carnegie Mellon University. Our mission is to:

• Empower mathematicians to take advantage of emerging technologies for mathematical reasoning.
• Support cross-disciplinary collaboration to explore and extend these technologies.
• Ensure that mathematics and these tools are accessible to a broad audience.

ICARM is building a lean and high-functioning team. The Senior Administrative Coordinator will support institute programs, events, communications, and logistics. Core responsibilities include:

Administrative & Operational Support

• Act as the primary administrative liaison between ICARM, the Office of the Vice President for Research, CMU departments, and external partners, efficiently resolving inquiries and escalating complex issues as necessary.
• Provide comprehensive administrative support for all leadership meetings, including scheduling, drafting agendas, preparing communication materials, taking official minutes, and managing follow-up logistics.

Event Management & Logistics

• Plan and execute logistical coordination for all ICARM events (summer schools, workshops, conferences, and collaborative visits), including space reservations, vendor coordination, catering, and on-site support.
• Manage application processes, travel arrangements, and visa/immigration processing for all incoming staff, faculty, and visitors.
• Submit expense reimbursements, ensuring compliance with all university policies.
• Draft and issue official invitation letters and comprehensive instructions to all event participants and visiting scholars.

Communication & Outreach

• Manage and maintain the Institute’s presence, including managing official calendars, website content, newsletters, and social media channels.
• 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.

Qualifications:

• High School Diploma, Bachelor’s degree preferred
• 3-5 years of administrative or program coordination experience—preferably in academia or a research setting.
• Excellent organizational and communication skills, with the ability to manage multiple responsibilities.
• Proficiency with standard office applications; familiarity with website content management or event systems a plus.
• Initiative, adaptability, and a willingness to embrace diverse tasks in a compact, collaborative team.
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful background check

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