Project Coordinator/Administrator - College of Engineering - Engineering Research Accelerator

About the role

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 Engineering Research Accelerator strengthens the College of Engineering's role and visibility in national and global research arenas. It advances interdisciplinary and transdisciplinary research by supporting and accelerating initiatives through strategic programs-ranging from ambitious "moonshot" projects and large-scale collaborative efforts. Services include seed funding, grant development support, industry partnership facilitation, strategic planning, proposal coordination, project incubation, and cross-cutting project management across a broad spectrum of engineering domains.

The Engineering Research Accelerator is seeking a highly motivated and proactive professional who thrives in a dynamic environment, excels at multitasking, and is enthusiastic about joining our team.

The Project Coordinator will provide comprehensive coordination and management support-both administrative and operational-for research programs and initiatives within the College that are facilitated by the Engineering Research Accelerator.

This role supports the Associate Dean of Research, faculty, and the Director of Research Initiatives by managing project logistics, communication, and execution across internal and external collaborators. The position may involve working on multiple projects with faculty and staff across the College, often with shifting priorities, timelines, scopes, and activities. Project assignments are flexible and based on evolving needs.

This position regularly handles sensitive matters and requires maintaining strict confidentiality and discretion. This position will also require adaptability and openness to change as the department and organization evolve.

Key Responsibilities

Research Program Administration

• Assist the Principal Investigator or Project Manager/Director with timeline and resource management to ensure timely delivery of artifacts and ensure that the project meets the performance goals and milestones.
• Support the drafting of slides and deliverables with relevant technical personnel. Projects might include but are not limited to data collection, analysis, and dissemination.
• Maintain program websites and draft effective communications with project personnel, campus community, and external stakeholders including sponsors. Serves as the point of contact with sponsors when required of position.
• Collect and track project updates from research teams and emerging initiatives.
• Facilitate project documentation in digital forms (e.g. spreadsheets, databases, and project management software and collaboration tools). Maintain a repository/catalog of research outputs.
• Assist with the development of award or project related policies and procedures
• Support coordination of shared resources and facilities as needed by project teams.

Meetings & Events - Coordination and Communications

• Provide assistance to program activities and coordinates key meetings and events for the senior project personnel, Technical Project Manager, and Principal Investigator.
• Arrange and attend essential project meetings, take meeting notes, distribute and archive notes along with ensuring that action items are clearly communicated to responsible parties
• Organize events and meetings with faculty, students, industry or government partners, and external collaborators.
• Extensive Calendar Management for all supported projects.
• Assist with planning and execution of symposiums, workshops, proposal meetings, and public events. Activities include managing logistics such as securing space, arranging catering, facilitating visitor's travel, and setting the agenda.
• Ensure seamless coordination between research initiatives and internal administrative processes.

Administrative & Financial Tracking

• Facilitate agreements processing and administrative processes along with the research administration team at the Engineering Research Accelerator
• Support financial tracking for grant and project budgets along with the Research Administration team/Post Award Financial POC.
• Help maintain personnel documentation for supported program portfolios.

Other Duties as Assigned.

• Flexibility, excellence, and passion are vital qualities within the University.
• Inclusion, collaboration and cultural sensitivity are valued competencies at CMU.
• Therefore, we are in search of a team member who is able to 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

• Bachelor's Degree or advanced degree in STEM required; Masters/MS degree in STEM preferable.
• Three (3) to five (5) years' project management and relevant work experience required.
• Clinical Trials experience is a plus.
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

You must demonstrate

• Basic understanding of academic research environment.
• Basic data management skills (Excel formulas).
• Previous project coordination and management experience.
• Comfort with technology and learning new software tools.
• Excellent verbal and written communication; interpersonal skills are essential.
• Outstanding organizational skills, attention to detail and ability to meet sometimes inflexible timelines.
• Ability to work independently and in a team environment.

Joining the CMU team opens the door to an array of exceptional benefits.

Pay and 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
• Hourly

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