Project Coordinator

Who We Are
The SEI works closely with defense and government organizations, industry, and academia to enable the U.S. Department of Defense (DoD) to maintain strategic advantage through software.  At the SEI we research complex software engineering, cyber operations, and AI engineering problems; create and pilot innovative technologies; and transition maturing solutions into practice.

The Chief Strategy Officer works with the SEI’s Executive Leadership Team to ensure SEI’s long-term effectiveness and develops, executes, and institutionalizes strategic initiatives that advance the SEI’s mission and strategic goals.

About the Role 

Do you have experience providing administrative and project management support? Are you adaptable, collaborative, and open to performing different responsibilities in a multi-disciplinary team environment? Do you have excellent communication skills and enjoy working with a broad set of stakeholders? Are you detail-focused and able to coordinate meetings and events?  Apply to join our team as a project coordinator professional to support the SEI’s Chief Strategy Officer (CSO) and the Office of Strategy Management.  

What You Will Do

• Provide project coordination and administrative support for team members and projects including

  • Administer meeting and event nominations, registration and logistics

  • Prepare and/or revise meeting material including documents, presentations and notes

  • Coordinate travel arrangements and prepare expense reports

  • Manage calendars including coordinating with internal and external stakeholders

  • Identify and lead process improvements

• Assist with business operations including

  • Prepare purchasing and contracting requisitions and track for payment

  • Support the development and management of budgets

  • Support business analysis efforts including selection of new training and development products and offerings

• Serve as a liaison across the SEI and with external stakeholders

• Coordinate and support special projects

• Be proactive and work well in a collaborative team environment

Required Experience

• Project Coordination and Administration:   You have a track record of project coordination and administration responsibilities including tracking project action items, taking notes, managing calendars, coordinating travel, procuring contracts and resources, drafting correspondences, and using resources effectively.

• Customer Service: You enjoy working with a diverse set of stakeholders and demonstrate excellent customer service skills including the ability to communicate clearly, use positive language, read customers, handle surprises, be empathetic and obtain resolution.

• Communication: You communicate well with others in written and verbal form.   You have developed written communication artifacts including correspondences, plans, reports, and meeting minutes.  You effectively communicate using a variety of modes including in-person and email.

• Meeting and Event Coordination:   You have planned and executed successful events including registering participants, handling event logistics (e.g., booking rooms, ordering catering, ensuring appropriate supplies), and orchestrating technology support.  

Desired Experience

• Familiarity with DoD environment

Skills and Abilities

• Project Coordination and Administration: You are organized, proactive and communicate well with in written and verbal forms. You can multi-task in a fast-paced, collaborative environment.  You quickly learn new procedures, techniques, and approaches.  

• Task Management : You possess effective time management skills and meet deadlines.  You can prioritize tasks, track progress, maintain accurate and detailed records, and work autonomously.

• Critical Thinking : You can properly analyze information and ask appropriate questions to gather information and gain a deeper understanding of the situation.  You can reason about tasks and make sound recommendations.

• Customer Liaison and Service : You can interface with a diverse set of people, handle deadlines, stay positive and seek win-win solutions.  You know how to anticipate needs, acquire information and follow through on tasks independently.  

• Continuous Improvement : You naturally look for ways you can improve your work environment, even when that means challenging the status quo. You can identify potential issues and prevent, mitigate, or raise awareness as appropriate. You are good at developing solutions and following-through to resolution. 

• Operations : You are familiar with the budgeting and execution process including tracking for payment. You can acquire in-depth knowledge about our operations and follow policy and procedural requirements (i.e. travel processing). You handle confidential information within guidelines.

• Application Use: You have knowledge and experience with Microsoft Office and other business applications.  You have a demonstrated ability to learn new tools and apply them effectively to achieve objectives.

• Knowledge and Learning:  You are a skilled and organized administrator, and eager to learn new skills and contribute to the work we do. 

Other Requirements

• Associate’s degree or higher

• 3-5 years of relevant experience 

• Minimal travel (5-10%) to various locations outside Pittsburgh to support the SEI’s overall mission. This includes sponsor sites, conferences, and offsite meetings on occasion.

• Ability to work onsite in Pittsburgh, PA

• You will be subject to a background investigation

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