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Administrative Assistant for International & Graduate Programs

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

Administrative Assistant for International & Graduate Programs

Job Description

The Administrative Assistant for International & Graduate Programs provides support for dynamic and growing initiatives at Notre Dame Law School. The position will report to the Program Director of International & Graduate Programs and will work with faculty and students involved in the international and graduate programs at the Law School, including incoming and outgoing exchange students, LLM and JSD students, visiting faculty, and will support other international initiatives.

The duties for this position include:

Administrative Support. Provide support for the International & Graduate Programs Office by calendaring for meetings and academic advising appointments, monitoring and responding to office general email; coordinating travel arrangements and reimbursements through TravelND; drafting and handling basic correspondence and word processing documents; order and maintain office supplies. Provide administrative support to the Associate Dean of International & Graduate Programs and the Program Director of International & Graduate Programs.

Event support. Assist the Program Director with organizing programming for orientation programs and other events to include ordering food, editing and printing event materials, managing RSVP forms for invitees and speakers, procuring speaker gifts, and coordinating with the Law School’s events and AV support staff as needed.

Faculty Administrative Support. Provide administrative support for courses to teaching faculty supported by the International and Graduate Programs Office, i.e., visiting international teaching faculty. This may include logistical support for travel and itineraries.

Student Support, particularly for International Students. Assist general LLM, JSD, and exchange students with registration for summer language courses by the Registrar. Provide critical pre-arrival support for incoming students, including managing time-sensitive support for international visas, coordinating housing support, coordinating arrival dates, and assistance with connecting exchange and international students to appropriate resources on campus (student accounts, ISSA, ID card office, etc.). Assist with Orientation for exchange students, general LL.M. students, and JSD students as needed. This would include the compiling of welcome packets, the ordering of food, as well as other administrative support.

Teamwork & other tasks as assigned. The Program Director may temporarily establish other functions or tasks for special projects, consistent with the nature of administrative assistance.

The ideal candidate will be detail oriented, be able to maintain multiple simultaneous workflows with a variety of deadlines in a fast-paced environment, have a sense of gracious hospitality for welcoming faculty visitors and incoming students, and be able to write and correspond clearly.

Minimum Qualifications

Minimum of associate’s degree or 3 years of college or technical school.
Facility with the Google suite (Docs, Sheets, etc.) and Microsoft Office (including Excel).
Excellent oral and written communication skills, attention to details, strong organizational skills.
Experience or ability to efficiently learn university systems including Glez, BuyND, TravelND.

Preferred Qualifications

BA, experience with international programs.

Department

Dean's Office-Law School (33000)

Department Website

https://law.nd.edu/

Family / Sub-Family

General Admin / Dept Admin

Career Stream/Level

NIC 2 Coordinator

Department Hiring Pay Range

$19.00 - $22.00, 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

8:00 am – 5:00 pm with a one-hour lunch. Occasional flexing of hours may be needed for a periodic dinner event, for example for orientation.

Schedule: Hours/Week

40

Schedule: # of months

12

Job Posting Date (Campus)

11/18/2022

Job Posting Date (Public)

11/18/2022

Job Closing Date

12/05/2022

Posting Number

S23489

Quick Link for Internal Postings

https://jobs.nd.edu/postings/28901

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