Established in 2004 through a partnership with Qatar Foundation, Carnegie Mellon University in Qatar brings world-class American higher education to the Middle East. CMU-Q is recognized for its academic excellence, diverse community, and commitment to student success, providing a dynamic environment for learning, innovation, and professional growth.
About the Role
CMU-Q is seeking a highly organized and proactive Senior Administrative Coordinator to support the Student Affairs department. This position plays a vital role in ensuring the smooth operation of departmental programs, services, and initiatives that enhance the student experience.
The successful candidate will coordinate complex administrative processes, manage multiple priorities, support financial and operational activities, and collaborate with students, faculty, staff, university leadership, and external partners.
Key Responsibilities
Student Affairs Operations Coordination
- Serve as a key operational partner to Student Affairs leadership.
- Manage departmental budgets, forecasting, procurement, purchasing, contracts, and payment processes.
- Coordinate the administrative operations of a multi-member Student Affairs team.
- Process and reconcile staff expense reports and procurement card transactions.
- Organize meetings, events, and university initiatives, including agenda preparation, documentation, and follow-up tracking.
- Coordinate domestic and international travel arrangements for staff, students, faculty advisors, and guests.
- Maintain departmental records, filing systems, and administrative documentation.
- Collect and analyze data for reports, program assessments, and budget monitoring.
- Develop and improve administrative procedures, workflows, SOPs, process maps, and operational tools.
- Liaise with Finance, Business Operations, Facilities, Computing Services, the Registrar, travel agencies, and other university departments.
- Coordinate recruitment and onboarding logistics for professional staff.
- Manage vendor relationships and oversee procurement of departmental materials and branded merchandise.
Student Support
- Provide administrative support to 25-35 student clubs and organizations.
- Guide students on university policies, procedures, and available resources.
- Support financial management and procurement processes for student-led activities.
- Deliver training on university financial procedures and compliance requirements.
- Participate in student-focused events including orientations, graduations, and campus engagement initiatives.
- Maintain confidentiality when handling student and departmental information.
Operational Management
- Resolve day-to-day operational challenges and escalate issues when appropriate.
- Anticipate and address administrative risks and service delivery challenges.
- Coordinate departmental priorities, timelines, and resources.
- Serve as a resource for students, staff, faculty, and university partners regarding administrative and financial procedures.
- Oversee recruitment, onboarding, development, and supervision of student employees.
Required Qualifications
- Bachelor's degree in a relevant field or equivalent combination of education and professional experience.
- 3-5 years of relevant administrative, operational, or coordination experience.
- Excellent organizational and time-management skills.
- Strong verbal and written communication abilities.
- Demonstrated ability to manage multiple priorities and deadlines.
- High level of attention to detail and accuracy.
- Proficiency in Microsoft Office and other business productivity software.
- Ability to maintain confidentiality and exercise sound professional judgment.
- Strong collaboration and problem-solving skills.
Preferred Qualifications
- Experience in Higher Education, Student Affairs, Student Services, or a student-focused environment.
- Familiarity with university administrative, financial, scheduling, or student information systems.
- Experience with project management or workflow management tools.
- Project Management Professional (PMP) certification.
Key Competencies
- Interpersonal and relationship-building skills.
- Organization and planning.
- Problem-solving and critical thinking.
- Professional communication.
- Collaboration and teamwork.
- Adaptability in fast-paced environments.
- Customer service and student-focused mindset.
- Strong attention to detail and follow-through.
Benefits
Eligible employees may receive:
- Comprehensive medical, prescription, dental, and vision insurance.
- Retirement savings program with employer contributions.
- Tuition assistance benefits.
- Generous paid leave and holidays.
- Life and disability insurance coverage.
- Fitness center access.
- Family support resources and concierge services.
- Professional development opportunities.
Why Join CMU-Q?
This role offers an opportunity to contribute directly to the student experience at one of Qatar's leading universities. Ideal candidates are proactive professionals who thrive in collaborative environments, enjoy solving complex administrative challenges, and are passionate about supporting student success.
Apply Now
If you are an experienced administrative professional with strong organizational skills and a commitment to excellence, consider joining Carnegie Mellon University in Qatar's Student Affairs team and helping shape an exceptional student experience.