Finance and Operations Coordinator - College of Engineering - Civil and Environmental Engineering

About this 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 Civil and Environmental Engineering Department at Carnegie Mellon offers a unique interdisciplinary program that enables you to develop imaginative solutions to real-world engineering problems. With access to cutting-edge research and technology, high achieving, energetic - yet approachable - faculty, and an innovative and flexible curriculum, we consistently rank among the top engineering programs by US News and World Report.

The Civil and Environmental Engineering Department at Carnegie Mellon is seeking a Finance and Operations Coordinator to join our team. This position supports sponsored research activities, departmental finance and operations, and student financial administration. The coordinator works collaboratively with faculty, staff, students, the Engineering Research Accelerator, and other university partners to ensure financial and administrative responsibilities are completed accurately, efficiently, and in accordance with university policies.

Core Responsibilities:

Labor Distribution, Costing, and Effort Administration • Compile, track, enter, and maintain Oracle labor distribution and costing allocations. • Work with faculty and the Engineering Research Accelerator’s post-award team to compile and maintain planned labor allocations. • Ensure that salary distributions align with faculty plans, approved budgets, available funding, and project periods. • Process labor redistributions and resolve discrepancies involving salary allocations. • Coordinate effort certification and summer effort processing, working with faculty and appropriate university partners to support timely and accurate completion. • Maintain accurate records and supporting documentation for labor and effort transactions.

Research Administration • In collaboration with the Engineering Research Accelerator’s pre-award & post-award teams: • Support faculty research account portfolio management: Monitor research account balances, expenditures, commitments, planned labor, funding periods, and other financial activity. • Assist with financial projections, account reconciliation, cost transfers, award setup, reporting, and closeout activities. • Identify potential funding, spending, or allocation issues and communicate them proactively to faculty, departmental leadership, and research administration partners. • Respond to faculty questions regarding research account activity, available balances, allowable expenses, and relevant university procedures. • Synthesize information from financial systems, award documentation, policies, and stakeholder input to support sound account management and decision- making.

• Participate in meetings between faculty and the Engineering Research Accelerator • Attend RAC and College research administrator meetings, and others as appropriate to maintain awareness of relevant policy, process, and system changes and communicate important information to others. • Primary monitor for department shared “cee research “email

Financial Administration • Process financial transactions, such as but not limited to; account redistributions, cost transfers, professional development funds, check deposits, purchase requisitions/purchase orders and other departmental financial activity, as needed. • Review project account transactions for accuracy, appropriate authorization, available funding, supporting documentation, and compliance with university policies. • Reconcile project accounts financial activity, investigate discrepancies, and work with appropriate university units to resolve issues.

Student Employment, Scholarships, and Account Support • Process student employment transactions in Workday, including appointments and changes for PhD students, hourly research assistants, teaching assistants, and graders. • Coordinate with faculty, academic program staff, and university partners to obtain complete and accurate information for student appointments. • Process graduate scholarships and financial aid through GRAD AID and related university systems. • Research and resolve student financial and employment issues by consulting university systems, policies, and appropriate university partners. • Establish, monitor, reconcile, and report on Dean’s Fellowship professional development funds. • Administer and track student travel grants and awards, including SURF, SURG, REU, GSA, and other departmental or university funding if and as needed

Financial Reporting and Analysis for Project Accounts/Sponsored Research • Learn to run, interpret, and create financial and administrative reports for faculty and departmental leadership. • Prepare reports at the individual account, faculty portfolio, and department-wide levels. • Identify inconsistencies or emerging concerns and follow through with appropriate stakeholders to resolve them. • Develop increasing proficiency with university reporting systems and financial tools.

General Administration and Process Improvement • Maintain accurate, organized, and confidential financial, personnel, research, and student records. • Manage multiple priorities, recurring transaction cycles, and deadlines. • Respond to questions from students, faculty, staff, and university offices in a professional and timely manner. • Perform other duties and special projects as assigned.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of

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