Project Coordinator - School of Computer Science - Machine Learning Department

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 Machine Learning Department (MLD) at Carnegie Mellon University is a leading hub for research and education in artificial intelligence and machine learning. It focuses on developing innovative algorithms and models to address complex problems in diverse fields such as robotics, healthcare, and finance. The department offers a range of undergraduate and graduate programs, fostering a collaborative environment that bridges theoretical research and practical applications. Faculty and students frequently collaborate with industry and other academic disciplines to push the boundaries of what is possible with machine learning.

We are seeking a highly organized and proactive Project Coordinator to serve as the operational backbone of our research center. In this dynamic role, you will assist in the seamless execution of multiple cross-functional projects, ensuring constant alignment between internal engineering teams, center leadership, and external clients. You will own the creation and maintenance of critical customer contract documents—including Project Work Statements and Work Plans—while tracking project health to proactively identify variances and recommend strategic adjustments.

Core Responsibilities:

• Project & Agile Operations Coordination: Support engineering workflows and daily standups across multiple projects. Track milestones, identify project variances or delivery risks, and manage proposal and reporting timelines using Jira and Jira Service Management.

• Resource, Access & Lifecycle Management: Oversee user onboarding/offboarding processes and maintain governance for secure datasets, shared drives, and software/hardware assets. Manage an internal/external CRM database and coordinate purchasing and expense tracking for center initiatives.

• Documentation & Reporting: Draft and maintain critical project documentation, including Project Work Statements, work plans, and compliance agreements. Gather data from internal and external sources to compile reports on project status, resource utilization, and engineering releases.

• Stakeholder Communication & Digital Content: Serve as a primary point of contact for internal teams and external partners across core communication channels (Slack, shared mailboxes, group calendars). Maintain and update website content using GitHub and Adobe Creative Suite.

• Executive & Event Support: Provide comprehensive administrative and operational support to the Principal Investigator (PI) and Executive Director. Plan and execute high-profile events, including on-site workshops, site visits, and multi-day partner initiatives.

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 integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

• Bachelor’s Degree required.
• 8-10 years of project management experience.
• Strong analytical, organizational, communication, problem-solving, reasoning and teamwork skills.
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful completion of a pre-employment background check

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. 

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

Program, Project and Operations Management

Position Type

Staff – Fixed Term (Fixed Term)

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: