Undergraduate Education is at the heart of the mission of Notre Dame. Every person at the University has a role to play in this mission, and creating a vision of education, a community of care and a commitment to excellence is central to its overall effectiveness. In this work, the Notre Dame community seeks to educate and develop the whole person in such a way that it generates, as noted in the University’s mission statement, “a sense of human solidarity and concern for the common good that will bear fruit as learning becomes service to justice.”

The Office of Undergraduate Education, as a Division under the Provost’s Office, plays a unique role in articulating the vision of a Catholic Education and advancing this mission. At its core, the Undergraduate Education team is committed to help Notre Dame students ascend the mountain of knowledge, understanding and wisdom. Through the work of its various units, its primary purpose is to serve other parts of the University and to help develop, coordinate, and advance many of the activities that are central to the educational journey. In this process, the goal of the University is not only to create smarter students but also to form better people who help transform the world.

Recent and planned restructuring in the Office of Undergraduate Education (UE) has resulted in the need for continued development of the division to strengthen its relationship with other parts of the University. Much of this change is in response to the University’s renewed strategic commitment to meet the academic needs of all students.

Working closely with the Assistant Vice President for Undergraduate Education and the Office of Undergraduate Education’s Leadership team, the operations specialist serves a vital role in UE’s financial planning and management, accounting, and budget oversight of endowments, university funding, gifts, expendables, and external grants. She/he will participate in budget planning for development efforts and significant benefaction to sustain UE. As a skilled communicator of financial reporting, the operations specialist will visualize data using spreadsheets, charts, graphs, and other similar tools. Additional duties include human resources support and operations, including space and IT/AV oversight and planning. The operations specialist will also provide creative solutions, develop processes and policies to enhance organizational effectiveness and guide continuous improvement related to financial and operational tasks.

The operations specialist will participate in financial and operational strategic planning with the AVP and VP and Associate Provost for Undergraduate Education. In doing so, she/he will work closely with the Office of the Provost, meeting regularly with the finance team to ensure financial alignment and processes.

The operations specialist will collaborate with the units housed in the Office of Undergraduate Education, as well as with partners in Human Resources, the Controller’s Office, and Facilities Design and Operations. In addition, the operations specialist will communicate with external partners including other academic institutions, grantors, and vendors related to financial transactions, reporting, and purchases.

The operations specialist will play a pivotal role as the Office of Undergraduate Education matures into a division reporting to the Office of the Provost. This role is a wonderful growth opportunity for an individual who understands the fundamental operations of the University and executes them with insight, skill, creativity, and innovation. We anticipate that as UE grows, this role will as well.

Finance:
Work with the AVP and leadership team to prepare and plan the division’s annual budget
Execute all financial tasks, including journal vouchers, expense reports, payment
requests, reimbursements, reconciliations, and the day-to-day general management of UE funds
Review and generate internal guidelines, processes, and procedures for financial transactions, and train staff accordingly.

Human Resource Support:
Serve as the main point of contact for the Division of Human Resources by having fluency with HR policy and practices, engaging HR and the Office of the Provost as needed.
Assist with the implementation of HR policies and practices. Support all aspects of organizational realignment, searches and hiring of new positions, shared positions, limited term positions, restructured positions, onboarding, and paperwork related to separation.
Knowledge of and an emphasis on recruitment of diverse applicants and the integration of diversity, equity, and inclusive practices within the workplace culture are strongly preferred.
Working closely with the AVP, identify and/or lead professional development opportunities for staff, including biannual staff retreats, talent review and other professional training options.
Develop and help to implement team-building activities that cultivate collaboration, creativity, psychological safety, and fun among colleagues.

Faculty Appointments:
Support the Moreau Program in processing all Moreau faculty appointments using OnBase in an accurate and timely fashion.
Support the VP and Associate Provost on all other faculty appointments and promotions housed within UE.

Operations:
Support ongoing maintenance and potential expansion, and renovation of Undergraduate Education spaces.
Assist with ensuring proper applications of policies and procedures and recommend changes to improve/update workflow, and processes.
Assist with travel arrangements as needed.
Assist with OIT support as needed.

Special Projects:
Support special projects as assigned by the AVP and UE Leadership team related to stewardship, data collection, grant research, or other strategic priorities to advance UE.

Experience or familiarity with one of the following is preferred: