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Senior Administrative Assistant, Office of Residential Life

Job Description

A Message from the University

All University of Notre Dame faculty and staff are required to be vaccinated against COVID-19 and provide verification of full vaccination. Faculty and staff may apply for an exemption from the vaccination requirement for medical, religious, or other strongly held beliefs.FAQ

Job Title

Senior Administrative Assistant, Office of Residential Life

Job Description

The Senior Administrative Assistant in the Office of Residential Life serves as the primary assistant to the four directors of Residential Life while also providing receptionist coverage for the front desk by answering phone lines, triaging issues and welcoming guests to the office. In addition, this position supports the work of the unit in the areas of communication, logistics, event planning and special projects. The candidate will work closely with the four directors, with the members of the housing operations team and with the rectors to serve the mission of Residential Life.

This position requires a high level of independent judgment, discretion and initiative; a willingness to learn and to take on broad responsibilities; aptitude for gathering and interpreting fragmented data from a variety of sources; high degree of project/organizational management skills; multitasking in a fast pace environment; and the ability to handle sensitive information with a high level of confidentiality. The position also requires a significant competency with technology (primarily Google Workspace, Microsoft Office and Zoom).

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administrative Support: Leadership Team
  • Provide project support to Residential Life Leadership Team, working independently and towards a deadline
  • Organize interview logistics for full time (interview schedules, travel, lodging, etc.)
  • Oversee student workers’ schedules and projects

Administrative Support: Communication
  • Answer phone lines, answer basic questions, triage issues, and route or elevate calls as appropriate
  • Demonstrate judgment, tact, and diplomacy in dealing with constituents
  • Greet guests and provide hospitality on behalf of office
  • Assist in organizing and updating internal and external communication resources (FAQs, website content, etc.)

Administrative Support: Office Logistics
  • Organize internal/external meetings, including venue reservations and orders for tech equipment, catering and supplies
  • Assist in student hiring (building positions for hall employees and summer staff, enter stipends, etc.) processes
  • Initiate manual journal vouchers and check requisition requests and submit reimbursements
  • Ensure efficient and smooth office operation
  • Initiate purchase orders for the office and residence halls
  • Other duties as assigned

Minimum Qualifications

  • Commitment to the University’s Catholic identity, mission, and values
  • Successful experience supporting senior-level management
  • Competence working efficiently and professionally with all levels of the office, division, and University
  • Self-motivated, enthusiastic, positive team player with a strong work ethic
  • Demonstrated proficiency for multi-tasking in dynamic work environment
  • Excellent time management skills
  • Aptitude for gathering and interpreting fragmented data from a variety of sources
  • Superior attention to detail
  • High degree of project/organizational management skills
  • Ability to handle sensitive information with high level of confidentiality
  • Proven ability to learn new software programs, processes, and responsibilities
  • Expertise in Microsoft Office and Google Workplace: Power Point, Excel, Word, Docs, Gmail, and Google Calendar required. Zoom experience also required.

Preferred Qualifications

  • Bachelor’s Degree preferred
  • Experience with GLez, Concur, and Endeavor preferred
  • Experience with graphic design, website design/maintenance, Google Docs, Survey Monkey, and social media desirable

Department

Residence Halls Staff (17025)

Department Website

residentiallife.nd.edu

Family / Sub-Family

General Admin / Dept Admin

Career Stream/Level

NIC 2 Coordinator

Department Hiring Pay Range

$37,000 - $42,000, commensurate with experience

Pay ID

Bi-Weekly

FLSA Status

S3 - FT Non-exempt Hourly

Job Category

Office/Clerical

Job Type

Full-time

Schedule: Days of Week & Hours

Monday – Friday; 8:00 AM – 5:00 PM

Schedule: Hours/Week

40/52

Schedule: # of months

12

Job Posting Date (Campus)

11/15/2022

Job Posting Date (Public)

11/15/2022

Job Closing Date

11/29/2022

Posting Number

S23462

Quick Link for Internal Postings

https://jobs.nd.edu/postings/28773

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