Administrative Support Coordinator at Carnegie Mellon University Africa: (Deadline 19 February 2022)

Administrative Support Coordinator at Carnegie Mellon University Africa: (Deadline 19 February 2022)

Administrative Support Coordinator at Carnegie Mellon University Africa: (Deadline 19 February 2022)

Job Description

Job Purpose
Carnegie Mellon University is seeking Administrative Support Coordinators to provide administrative support to various operational units at its location in Rwanda, Carnegie Mellon University Africa (CMU-Africa). This role will work closely with the Director of the unit to ensure operations at the run smoothly, therefore an in-depth knowledge and understanding of the practices, policies, and procedures of Carnegie Mellon University will be required.
About Carnegie Mellon University

Established out of a partnership between Carnegie Mellon University (CMU) and the Government of Rwanda, CMU-Africa is addressing the critical shortage of high-quality engineering talent required to accelerate the economic development and digital transformation of Africa—home to the fastest growing workforce in the world.  CMU-Africa was established in 2011 and is the only U.S. research university offering its master’s degrees with full-time faculty, staff and operations in Africa. CMU’s presence in Rwanda provides a platform to engage in Africa’s most significant opportunities and challenges across the continent through world-class education and contextually relevant research.

Our vision is to educate and empower the next generation of African leaders and innovators by delivering a world-class educational experience. CMU-Africa’s mission is to produce creative and technically strong engineers, who have been trained in the African context, and prepared to make transformative impact in their communities and the world. 

We are a fast-growing campus with about 230 enrolled students, aiming to grow to 400 in the next couple of years.  Our size and exponential growth create a sense of camaraderie and excitement, with strong community ties and a compound sense of accomplishment in our team members, contributing towards mutually beneficial relationships between staff and students.
The role
As CMU-Africa’s Administrative Support Coordinator, you will regularly handle sensitive information and be required to maintain strict confidentiality and discretion. While specific responsibilities will vary, they will include, but will not be limited to, the following:
  • Provide administrative support the Director of the unit, as well as other team members, to effectively conduct the administrative goals and duties of the unit.
  • Assist with the workflow within the unit and maintains calendars to ensure time-critical issues such as monthly and quarterly reporting, group meetings, project reviews, etc. are identified and adhered to.
  • Plan and organize unit meetings, committee meetings and other relevant meetings as requested by the supervisor, creating agendas, and preparing minutes. Prepares and collects documents and materials for meetings.
  • Coordinate and manage unit-specific events, symposia, lectures, seminars, and conferences (from concept through implementation). Acts as liaison with external vendors, handling routine questions and correcting minor problems.
  • Prepare requests for travel authorizations and coordinates travel schedules, bookings, and other arrangements for the unit.
  • Prepare and submit unit expense reimbursements claims to CMU-Africa Finance.
  • Assist with internal communications for associates and leadership among multiple platforms, interfaces, and serves as principal source of information to staff, and faculty on policies, procedures, programs, and office activities.
  • Collaborate with the Business Operations team to procure office supplies and equipment for the unit.
  • Act as backup for other Administrative Support Coordinators when needed.
  • Performs other duties as assigned


Education and Experience
  • A Bachelor’s Degree in relevant field.
  • 1 – 3 years of experience in administration support roles essential
  • Experience supporting Finance and / or HR functions a distinct advantage
  • Fluency in spoken and written English and French a plus
Skills and Competencies
  • Demonstrated ability and flexibility, in a high pressure, fast paced and complex environment, to manage multiple, time sensitive assignments with the capacity to independently prioritize work with strong attention to detail.
  • Proven ability to accomplish projects and assignments with strict deadlines.
  • Proven ability with logistics and travel coordination.
  • Demonstrated skills with organizing files, correspondence and documents and ability to recommend and implement systems to enhance related procedure and policy
  • Superior interpersonal skills and ability to interact with University leaders, faculty, staff, students, alumni, and other stakeholders with a highly professional demeanor and strong customer service skills.
  • Exceptional written, oral and electronic communication skills.
  • Ability to exercise sound judgment, excellent discretion and maintain confidentiality.
  • Demonstrated computer skills and experience with Microsoft Office suite.
  • ​Proven ability with other systems and technology to improve administrative efficiency.
  • Ability to learn new computer skills and systems

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