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University of Notre Dame Administrative Coordinator in Notre Dame, Indiana
Position Information
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+-----------------------------------------------------------------------+ | Administrative Coordinator | +-----------------------------------------------------------------------+ | Studyeverything. Doanything. | | | | Find your passion. Create knowledge. Serve the common good. Prepare | | for life. | | | | This is what theCollege of Arts and | | Lettersstands 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. We are looking for | | aAdministrative Coordinatorfor theInstitute for Latino | | Studies(ILS). | | | | Who we are:TheInstitute for Latino | | Studiesfosters a deeper | | understanding of Latino communities in order to empower students, | | faculty, and community members to make better strategic decisions as | | to what kind of a country we want to leave for future generations. | | | | Are you looking for a unique and gratifying position? If so, we | | want you! | | | | TheAdministrative Coordinatorplays a crucial role in ensuring the | | smooth operation ofILS. This position is responsible for managing a | | wide range of administrative tasks, supporting conference and event | | logistics, and overseeing financial activities. The role requires a | | proactive individual with strong organizational skills, attention to | | detail, and the ability to interact effectively with various | | stakeholders. | | | | Essential Duties and Responsibilities: | | Administrative Support: | | | | - Prepare and distribute staff meeting agendas and minutes. | | - Draft and manage business letters and email correspondence for | | the Associate Director. | | - Monitor and organize office supplies, equipment, and project | | materials. | | - Maintain general use areas including the lounge, work room, | | kitchenette, and reception. | | - Set up and manage seasonal decorations. | | - Serve as the primary liaison with Facilities, Building Services, | | University Operations, Events, and Safety departments. | | - Submit and track repair and work order requests to ensure timely | | completion. | | - Act as the Sustainability Ambassador for the office. | | - Prepare and submit appointment paperwork for students, staff, | | temporary, and adjunct faculty. | | - Attend to visitors and guests, including arranging hospitality | | and managing lounge space. | | Provide administrative support to faculty members as needed. | | | | Event Coordination: | | | | - Coordinate all logistics forILSconferences, events, and scholarly | | activities. | | - Facilitate Fall and Spring calendar planning meetings with the | | Associate Director and team. | | - Reserve venues, manage event preparation, and handle all related | | tasks. | | - Oversee logistics for speakers, student groups, and other unit | | and department contacts. | | - Manage event execution details including decor, catering, | | entertainment, transportation, location, invitee list, and | | special guests. | | - Ensure compliance with insurance, legal, health, and safety | | obligations. | | - Collaborate with Notre Dame (ND) and College of Arts and Letters | | academic events. | | - Develop itineraries for guest speakers, faculty projects, and | | conference staffing. | | - Prepare event materials and make travel arrangements for guests. | | | | Financial Monitoring and Business Management: | | | | - Process weekly accounts payable and prepare reimbursements for | | the Director and Associate Director. | | - Monitor and process accounts receivable including grants, | | donations, and deposits. | | - Prepare and submit quarterly project and budget reports as | | required by the College of Arts and Letters. | | - Submit endowment spending reports quarterly and annually to the | | College. | | - Serve as a liaison to on-campus and off-campus vendors. | | - Seek competitive bids and process payments for vendors and | | speakers. | | - Manage all departmental supply purchases. | | | | #LI-AW1 | +-----------------------------------------------------------------------+ | Education and Experience: | | | | - Associates degree or up to 3 years of college or technical school | | - 1-6 months of related experience | | | | Skills: | | | | - Strong oral and written communication skills with the ability to | | communicate effectively and professionally in English and Spanish | | - Some budgeting experience | | - Ability to manage an office to ensure smooth operations, support | | leadership and their vision, attend to administrative needs of a | | workplace , self-starter, and contribute to a positive + | | efficient environment