Opening in 2004, Carnegie Mellon University in Qatar is part of a reciprocal effort with the Qatar Foundation to bring excellent American educational undergraduate programs to the Middle East. The foundation of CMU Qatar’s success is the extraordinary faculty and staff who work here. By bringing together a diverse group of people, we have benefited from the differing skill sets, experiences, and perspectives that each person brings.
We are seeking applicants for the position of the Administrative Coordinator in our Student Affairs in our Qatar Campus.
This individual will serve as an essential partner on the Student Affairs team, facilitating, coordinating and orchestrating complex processes across multiple stakeholders, content areas, and projects and must relying on a sophisticated range of skills and abilities.
Job Responsibilities
Fiscal Management:
1. 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.
2. Responsible for expense reports for 10 staff members including monthly allowances, professional development and program expenses.
3. Responsible for the monthly reconciliation of a petty cash fund that supports student initiatives. Reconciles multiple department, high volume, procurement cards.
Project management
1. Coordinates a wide variety of events on behalf of the department which requires planning, budgeting, execution and collaboration with wide range of stakeholders and partners.
2. Provides direction and instruction to department staff, students and faculty advisors for student travel program based on departmental guidelines and university policy. Coordinates with multiple stake holders for successful and compliant orchestration of events and initiatives.
3. Collects and organizes data for various reports including program outcome measures, annual and periodic budget report.
Inter Departmental Coordination
1. Serves as the Student Affairs liaison with critical partners including Business Operations, Finance, Facilities, IT, Registrar and Regency Travel Agency.
2. 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.
3. Assists in recruitment of professional staff by handling scheduling, itinerary and travel arrangements. Coordinates department level on boarding of new hires.
4. Coordinates the annual purchasing of a significant volume of branded items, requiring coordination with stakeholders, MPR, the UCO and vendors.
5. Cultivates and manages new and ongoing relationships with external constituents including catering and hotel vendors, transportation resources, as well as board range of service providers in support of the Department of Student Affairs.
Administrative support
1. Provides comprehensive administrative support to a team of nine full time staff which requires managing multiple department calendars, arranging seminars and conferences attendance, drafting reports, and other documents, managing equipment resources including maintaining inventory of a large storage room, training and coordination on multiple software platforms utilized by the staff.
2. Responsible for the interviewing, hiring, training and assignment of work and supervision and evaluation of student assistants who work within the department on projects, events, digital signage and the department’s web presence.
3. Provides in depth information to stakeholders including faculty, staff, students, families and the general public concerning department and university policies and procedures.
4. First point of contact for Student Affairs and handles all routine inquires and acts to problem solve.
5. Makes appropriate referrals to supervisor.
6. Manages confidential records at the manager’s request including allowances, personnel records and budget.
Required Work Experience
1. Administrative Support Experience
2. Strong Interpersonal Skills
3. Organization and Planning Skills
4. Problem-Solving and Reasoning Skills
CMU’s COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.
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
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