The University of Notre Dame (ND.jobs) is accepting applications for a Administrative Assistant.
Applications will be accepted until 10/12/2019.
The Administrative Assistant supports the Academic Department Chairs and Assistant Chairs, providing general office and project support. Responsibilities include:
Administrative Support:Distribute mail, maintain files & supplies, respond to emails from the Department Chair, Assistant Department Chair, faculty, students, Mendoza College of Business (MCOB) staff, benefactors, campus & off-campus departments. Maintain department calendar, schedule meetings, relay messages, process course overrides, facilitate RPT process, CIF updates, analyze data and prepare reports. Facilitate special projects at the request of the Department Chair and/or Assistant Department Chair.
*Seminars & Special Events: Coordinate board meetings, award receptions, tailgate parties, department socials, department Christmas parties and retirement receptions. Coordinate guest speaker events: travel logistics, reserve MCOB room for the event. Order set-up/clean-up meals and snacks.
*Financial:Process department-related bills, make deposits, monitor department P&P and faculty RPA expenditures, reconcile budget accounts. Process expense reports for faculty, recruits and guest speakers.
*Faculty Recruiting:Prepare correspondence, organize the visit schedule, travel arrangements, hotel stay, dinner reservations, realtor tours, on-campus events, process reimbursement requests. Assist with paperwork for new faculty hires. Work with on-campus resources to assist with visa and immigration paperwork processes.
Graduation:Coordinate with Undergraduate Advising Office to confirm list of graduates, review phonetic pronunciations of student names, prepare reader cards, assist with Mendoza graduation ceremony. Coordinate student award ceremonies by ordering trophies & plaques, requesting award checks, maintain event RSVPs, organize venue and meal, compile event agenda.
*Digital Administration:Maintain department website and social media accounts. Update brochures and newsletters, maintain syllabi archives by collecting syllabi each semester and forwarding for archival process.
*Student Services:Coordinate hiring of student workers for faculty and Department Chair Office. Utilize student jobs application to assign students to a particular position. Monitor and approve student hours in Ultratime. Serve students by guiding them to the appropriate faculty member, MCOB department or on-campus department to resolve issues and provide answers on inquiries.
There is a preferred candidate for this position.
Associates degree or up to 3 years of college or technical school OR equivalent professional experience
Knowledge of business practices and standard office procedures
Excellent oral and written communication skills.
Ability to work with individuals from a wide range of backgrounds and ages.
Ability to work with the public in a pleasant manner.
Prior experience with accounting or finance with account analyses.
Advanced knowledge of Microsoft Word & Excel.
Strong knowledge of software programs such as Adobe Acrobat, Gmail tools, Banner, Concur and Interfolio.
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 # S19793. 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.