What are the responsibilities and job description for the Events Administrative Coordinator position at University of Notre Dame?
Job Description
Study everything . Do anything .
Find your passion. Create knowledge. Serve the common good. Prepare for life.
This is what the College of Arts & 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 who shares the same passion and mission to join our dynamic team.
The Franco Family Institute for Liberal Arts and the Public Good is seeking a part-time Events Administrative Coordinator to provide essential administrative and logistical support for academic conferences and special events. In this role, the Administrative Coordinator will collaborate closely with faculty, staff, and external partners to ensure smooth financial processes, efficient event execution, and accurate record-keeping. This role reports directly to the Assistant Director of Conferences.
About The Institute
After 40 years of supporting faculty research, hosting compelling speakers, fostering student research, and convening interdisciplinary conferences, the Institute for Scholarship in the Liberal Arts ( ISLA ) at the University of Notre Dame is being reimagined as the Franco Family Institute for Liberal Arts and the Public Good. This transformation presents a unique opportunity to leverage Notre Dame’s strengths in the humanities and build a dynamic connection with South Bend and the surrounding region, while continuing its commitment to excellence in the liberal arts. The Institute’s new direction aims to create a hub for public engagement and academic collaboration, setting a model for higher education institutions more broadly.
Essential Duties & Responsibilities
Financial & Administrative Support
Education & Experience
Preferred Skills
Please note: This is a part-time, 10-month position. The role requires 20 hours per week from March through December, with January and February off.
Department Inst for Scholarship in Liberal Art (30102)
Department Website https://isla.nd.edu/
Family / Sub-Family University Operations / Administrative Operations
Career Stream/Level NIC 2 Coordinator
FLSA Status S4 - PT Non-exempt Hourly
Study everything . Do anything .
Find your passion. Create knowledge. Serve the common good. Prepare for life.
This is what the College of Arts & 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 who shares the same passion and mission to join our dynamic team.
The Franco Family Institute for Liberal Arts and the Public Good is seeking a part-time Events Administrative Coordinator to provide essential administrative and logistical support for academic conferences and special events. In this role, the Administrative Coordinator will collaborate closely with faculty, staff, and external partners to ensure smooth financial processes, efficient event execution, and accurate record-keeping. This role reports directly to the Assistant Director of Conferences.
About The Institute
After 40 years of supporting faculty research, hosting compelling speakers, fostering student research, and convening interdisciplinary conferences, the Institute for Scholarship in the Liberal Arts ( ISLA ) at the University of Notre Dame is being reimagined as the Franco Family Institute for Liberal Arts and the Public Good. This transformation presents a unique opportunity to leverage Notre Dame’s strengths in the humanities and build a dynamic connection with South Bend and the surrounding region, while continuing its commitment to excellence in the liberal arts. The Institute’s new direction aims to create a hub for public engagement and academic collaboration, setting a model for higher education institutions more broadly.
Essential Duties & Responsibilities
Financial & Administrative Support
- Manage financial processes for events, including budget tracking, invoicing, and billing.
- Process event-related payments and reimbursements.
- Handle fund transfers between campus and external accounts.
- Prepare and submit financial reports to the Assistant Director.
- Coordinate logistics for academic events, including catering, transportation, and venue reservations.
- Develop event timelines and track progress in collaboration with Institute staff.
- Provide limited on-site support for select conferences and events.
- Procure office supplies and materials needed to support conferences and events.
- Oversee ordering, storage, and distribution of Franco Institute-branded materials.
- Maintain and ensure availability of event-related supplies.
- Assist in coordinating data entry and maintaining event records.
- Collect and organize data for stewardship, website updates, and strategic planning.
- Participate in Institute staff meetings and event debrief discussions.
Education & Experience
- High school diploma or GED
- 1-2 years of related experience
- Excellent communication, writing, and administrative skills
- High level of professionalism when working with faculty, staff and guests
- Self-directed, team player with the ability to take initiative and work autonomously as part of a small team while effectively navigating a large University environment
- Analytical problem-solving skills with the ability to juggle competing priorities and meet deadlines while maintaining accuracy and consistency
- Ability to learn Notre Dame’s software systems, policies, and procedures (GLez, BuyND, etc.)
- Flexibility to manage variable tasks as part of a growing institute.
Preferred Skills
- Experience with general administrative tasks
Please note: This is a part-time, 10-month position. The role requires 20 hours per week from March through December, with January and February off.
Department Inst for Scholarship in Liberal Art (30102)
Department Website https://isla.nd.edu/
Family / Sub-Family University Operations / Administrative Operations
Career Stream/Level NIC 2 Coordinator
FLSA Status S4 - PT Non-exempt Hourly
