The University of Notre Dame (ND.jobs) is accepting applications for a Senior Office Coordinator.
Applications will be accepted until 8/10/2019.
The Sr. Office Coordinator position for the Notre Dame Initiative for Global Development (NDIGD) will be responsible for providing administrative support for the NDIGD Director and Executive Director and overseeing administrative operations for the NDIGD Office, so that the office runs smoothly and efficiently. This includes independently planning and carrying out assignments, in addition to developing and implementing high-level protocols for the office to inform and guide office operations and functions while exercising discretion and independent judgment with respect to office operations. NDIGD Office administration includes:
meeting scheduling and minutes; correspondences; reporting and office record keeping; office mailings and supply orders; expense transfers; maintaining the NDIGD contact database and other office databases; and other tasks as required.
the position organizes and coordinates NDIGD guest speaker and visitor logistics on campus, assists in the coordination of NDIGD events on and off campus, and oversees protocols and all hiring processes for student workers at NDIGD.
the position works directly with many campus and community leaders, their designates and donors.
the position also works in collaboration with the Sr. Office Coordinator in the Keough School Dean's Office, who oversees Jenkins Hal Facilities, to handle building and office facility maintenance, signage, and related issues for NDIGD. Specific job responsibilities include:
Administrative Support/Representation for the Directors: The position provides direct administrative support to the NDIGD Director and the NDIGD Executive Director, including their work with external funding agencies and benefactors. The position oversees calendar scheduling, preparing and editing correspondences to federal agencies and benefactors, communications, presentations, and other technical reports. The position makes travel arrangements (including travel briefings), and reconciles expense reports. The position is a representative for the office externally and responds to all calls, walk-in visitors, and inquiries. The position coordinates all logistical and administrative matters and handles all other administrative duties as assigned by the Director and Executive Director.
Office Operations: The position oversees NDIGD office operations and protocols for contact database reporting/updating, NDIGD knowledge management, travel security procedures, etc. Administrative duties include meeting scheduling and minutes during office meetings, updating project management task lists for benefactor engagement meetings, office correspondences, reporting and office record keeping, office mailings and supplies, expense transfers, planning office events, and other tasks as required. The position oversees and maintains the NDIGD contact database and other office databases. The position receives NDIGD visitors, screens calls, and provides editing and formatting office reports for externally funded grants.
Guest and Event Coordination: The position organizes and coordinates NDIGD guest speaker and visitor logistics on campus. The position also assists in the coordination of other NDIGD events both on and off campus throughout the year, overseeing guest invitation lists, marketing/outreach, travel logistics, etc. For certain externally funded grant programs, the Administrative Coordinator will be responsible for overseeing international travel, visas, and pre-departure preparation assistance under federal government grants which require student and faculty travel to developing countries.
Overseeing Student Workers: The position oversees protocols and all hiring processes for student workers at NDIGD. This includes managing schedules and working with NDIGD Divisions to delegate tasks (e.g., updating contact database) and learning opportunities to students as appropriate.
Minimum Qualifications: Bachelors degree required. Must exercise exceptional accuracy, excellent attention to detail, pro-activeness, and high emotional intelligence. Ability to organize and present information in a logical manner. Excellent interpersonal skills and demonstrated ability to interact professionally and build capacity among colleagues from culturally diverse backgrounds and in different settings. Highest standards of confidentiality, discretion and integrity is a must. Proven ability using judgement, work independently, and successfully work on teams in addressing a variety of issues. Exceptional English writing and editing skills. Proficiency in use of internet, email, and business software (Excel, PowerPoint, and advanced word processing).
Preferred Qualifications: 3-4 years of experience in office administration or study abroad/global development-related programs.Experience with outreach/marketing tools such as Adobe InDesign, AdobeSpark, Wordpress, Hootsuite, Facebook, Twitter, LinkedIn, etc.
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 # S19543. 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.
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The University of Notre Dame is a Catholic academic community of higher learning, animated from its origins by the Congregation of Holy Cross. The University is dedicated to the pursuit and sharing of truth for its own sake. As a Catholic university, one of its distinctive goals is to provide a forum where, through free inquiry and open discussion, the various lines of Catholic thought may intersect with all the forms of knowledge found in the arts, sciences, professions, and every other area of human scholarship and creativity.The University prides itself on being an environment of teaching and learning that fosters the development in its students of those disciplined habits of mind, body, and spirit that characterize educated, skilled, and free human beings. In addition, the University seeks to cultivate in its students not only an appreciation for the great achievements of human beings but also a disciplined sensibility to the poverty, injustice and oppression that burden the lives of so many. The aim is to create a sense of human solidarity and concern for the common good that will bear fruit as learning becomes service to justice.Notre Dame also has a responsibility to advance... knowledge in a search for truth through original inquiry and publication. This responsibility engages the faculty and students in all areas of the University, but particularly in graduate and professional education and research. The University is committed to constructive and critical engagement with the whole of human culture.