Administrative Coordinator

Administrative Coordinator University of Notre Dame The University of Notre Dame (ND.jobs) is accepting applications for a Administrative Coordinator. Applications will be accepted until 01/30/2025. Study everything. Do anything. Find your passion. Create knowledge. Serve the common good. Prepare for life. This is what the College of Arts and Letters stands for. We play an integral role in Notre Dame's mission to serve as the world's preeminent Catholic research university. We are searching for someone to join our dynamic team who shares the same passion and mission. The Department of Political Science is seeking an organized, proactive, and detail-oriented Administrative Coordinator. This position offers a dynamic and collaborative work environment, where you will provide essential administrative support to faculty, staff, and students, ensuring the smooth operation of the department. Essential Duties & Responsibilities Office Management: Serve as the first point of contact and receptionist for the Department of Political Science, welcoming and assisting students, faculty, and visitors. Answer phone lines, manage email inquiries, forward calls, and direct guests to the appropriate individuals. Oversee mail distribution, shipping/receiving, and maintain filing systems and office records. Manage office supplies inventory, including graduation cords, department swag, and general office materials. Assist with special projects and events as assigned. Provide tech support for faculty, department meetings, including AV setup, Zoom calls, and PowerPoint presentations. Assist with on-site support during department meetings, including managing sign-ins and taking vote tallies. Administer office key distribution for faculty, postdocs, teaching visitors, and staff. Process AIM reports for maintenance issues and access for new faculty. Event Coordination: Plan, organize, and coordinate departmental events, including tailgates and parties. Collaborate with the Associate Director of Undergraduate Studies and Undergraduate Studies Coordinator for the annual senior recognition ceremony. Support events for undergraduates, such as guest speakers, political debates, and informational sessions. Manage award-related purchases, including plaques, gifts, and ceremony-related items. Coordinate Undergraduate Studies Committee (USC) meetings and academic events. Faculty Support: Assist the Department Manager and Graduate Studies Coordinator in processing paperwork for faculty, postdocs, and visitors, including immigration paperwork. Coordinate interviews for faculty candidates and assist with new faculty onboarding. Prepare expense reports for faculty and assist with travel arrangements, bookings, and reimbursements. Manage Procard reconciliations and support faculty with Travel ND expense reports. Undergraduate Support: Provide assistance to the Director of Undergraduate Studies (DUS), Associate DUS, and Undergraduate Studies Coordinator. Help coordinate internships, events, and certificate programs for undergraduates. Support the management of the undergraduate budget and process payments. Assist with communication, reporting, and production of the Undergraduate Newsletter. Website and Communication: Maintain and update the department website with news, events, faculty bios, and more. Draft and send department-wide communications as needed. Proactively suggest content updates and changes for faculty review. General Support: Assist the Chair, DUS, Associate DUS, Department Manager, and other departmental staff as needed. Please note: This is a permanent, full-time, 10-month position: August through May, with June and July off each year. #LI-AW1 Minimum Qualifications: Education & Experience: High school diploma or GED with 1-2 years of related experience Skills: Excellent organizational and communication skills, with the ability to respond to multiple tasks and questions with frequent interruptions. Self-motivated with the ability to take initiative, reprioritize tasks, and learn quickly. Ability to maintain the confidentiality of student files and personnel issues. Strong knowledge of grammar, punctuation, and spelling. Ability to learn and negotiate new platforms quickly, in addition to experience with Word, Excel, and various web browsers. Proactive, service-oriented attitude with the ability to work collaboratively with diverse groups of people. Preferred Qualifications: ABOUT NOTRE DAME: The University of Notre Dame, founded in 1842 by Rev. Edward F. Sorin, C.S.C., of the Congregation of Holy Cross, is an independent, national Catholic university located in Notre Dame, Ind. For the fifth consecutive year, the University of Notre Dame has received Honor Roll distinctions as one of the top 10 higher education workplaces in the country in the Chronicle of Higher Education's annual "Great Colleges to Work For" survey...and we are proud of it! This appointment is contingent upon the successful completion of a background check. Applicants will be asked to identify all felony convictions and/or pending felony charges. Felony convictions do not automatically bar an individual from employment. Each case will be examined separately to determine the appropriateness of employment in the particular position. Failure to be forthcoming or dishonesty with respect to felony disclosures can result in the disqualification of a candidate. The full procedure can be viewed at https://facultyhandbook.nd.edu/?id=link-73597. Equal Opportunity Employment StatementThe University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from female and minority candidates and those candidates attracted to a university with a Catholic identity. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). APPLICATION PROCESS: Please apply online at http://ND.jobs to Job # S251713. For additional information about working at the University of Notre Dame and various benefits available to employees, please visit http://hr.nd.edu/why-nd. The University of Notre Dame supports the needs of dual career couples and has a Dual Career Assistance Program in place to assist relocating spouses and significant others with their job search. jeid-d2eb74de38b59b43b514f419d2a946fb