The University of Notre Dame (ND.jobs) is accepting applications for a Office Services Coordinator.
Applications will be accepted until 11/23/2019.
As the Office Services Coordinator for the Notre Dame Alumni Association (NDAA) you'll have the pleasure of greeting and assisting all of our alumni, parents and friends visiting the Alumni Association. You will support and engage with a truly dedicated, hardworking team by contributing your administrative, clerical and project management skills to our shared goal of engaging and supporting our amazing alumni. We're looking for someone with great enthusiasm, a good sense of humor, and a strong work ethic to enrich our culture and provide critical administrative support to our staff.
If you're ready for a challenging and a fun working environment, please apply!
Here are more details about the core responsibilities and activities:
Collaborate with other NDAA staff and administrators in support of specific programs, general planning and issue resolution:
Provide front desk customer service in the reception area to interact with alumni, parents, and friends of the University:
Assist with customer inquiries.
Support other administrative assistants as needed:
Mail condolence letters and other correspondence
Plan and conduct monthly administrative meetings for admin staff.
Prepare accounting, travel, and other documents for submission to appropriate departments:
Includes Accounts Payable, Payroll, Procurement, Development, etc.
Assist in the preparation of check requisitions and journal entries
Coordinates travel and expense reporting
Work closely with Business Manager on Opex analysis
Perform quarterly audits on OPEX charges
Order and receive various office, kitchen, and other supplies
Maintains and tracks inventory, including offsite storage inventory
Create, maintain and update several databases including UltraTime, AIM, Basecamp and Office applications.
Coordinate, plan, and execute events:
Office events, such as birthday and special event celebrations
Staff lunches and meetings
Off-site events for staff
Assist Special Events team with resources and planning of larger NDAA events.
Maintain physical office environment:
Serve as NDAA liaison with Facilities Operations, Housekeeping, and Building Services
Monitors day to day maintenance within the building
Submit and track all work order requests through completion
Serve as Sustainability Ambassador for the office.
Coordinate and assist with staffing:
Arrange and schedule daily work tasks for student assistant
Work closely with Human Resources and Hiring Manager in orientation of new hires
Assist in the training of new hires
Recruit, train and assist with supervision of temps and student workers in the Visitors Center
Assists with hiring and separation processes as needed.
High School Diploma or GED/equivalent
3-4 years work experience
Demonstrated ability to organize and prioritize work appropriately
Excellent customer service skills
Clear evidence of strong verbal and written communication skills
Adaptable communication style to work effectively with a wide range of constituents
Comfortable and experienced using computer technology, especially software such as Microsoft Suite and/or Google Suite
Demonstrated attention to detail
Ability and willingness to learn new technology, such as phone systems, hardware, and other software (ie: CRM) as needed.
3-4 years experience in an office environment
Customer Service experience, working with multiple constituents
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 # S19830. 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.