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Administrative Coordinator (Temporary)

Job Description

A Message from the University

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Job Title

Administrative Coordinator (Temporary)

Job Description

Study everything. Do anything.

Find your passion. Create knowledge. Serve the common good. Prepare for life

The College of Arts and Letters is searching for someone to join our team as an Administrative Coordinator for the University Writing Program. The Writing Program at the University of Notre Dame supports the development of excellent writing and speaking skills by offering writing courses, tutorials, and individual consultations for all members of the University community—students, staff, and faculty.This is a temporary position covering for a staff member who is on leave with an anticipated end date of June 1, 2023. There may be opportunity to extend the position, based on departmental needs.

This position is a key role within the department. The Administrative Coordinator is primarily responsible for all the event planning and logistical needs of the department. The position coordinates and provides administrative, organizational, and clerical support to staff, faculty and students in the University Writing Program.

Reporting to the Director of the University Writing Program, the Administrative Coordinator has the essential duties and responsibilities of:

  • Assists in prioritizing tasks
  • Manages logistics for faculty recruiting
  • Prepares and manages regular faculty appointment and on-boarding as well as faculty review/renewal/promotion process
  • Prepares and manages non-regular and concurrent faculty appointments
  • Prepares and manages postdoctoral appointments
  • Ensures graduate student tutor hiring process and hiring process of approximately 50 undergraduate tutors
  • Assists director to enable teaching and service responsibilities, and Program development
  • Monitors and tracks expenditures
  • Facilitate classroom change requests
  • Collect and maintain electronic files of intellectual property
  • Assist with mid-term evaluation process of graduate student instructors
  • Provide a variety of scheduling assistance to UWP; Coordinate and monitor common-use adjunct and graduate student instructor office space as well as writing tutorial TA session space
  • Schedule meetings, events, and rooms used by instructors for extra-curricular use
  • Oversees department’s physical spaces
  • Works with College dean’s office to manage office assignments and provisioning
  • Assures effective faculty and postdoctoral on-boarding
  • Orders and oversees payment for major office expenses
  • Support special groups and projects
  • Provides other support including communications, electronic recordkeeping, and database management

This is a temporary position covering for a staff member who is on leave with an anticipated end date of June 1, 2023. There may be opportunity to extend the position, based on departmental needs.

Minimum Qualifications

  • Associate’s degree or up to 3 years of college or a technical school
  • 1-2 years of administrative experience

Preferred Qualifications

  • Strong interpersonal skills and service orientation
  • Ability to organize and priortize a diverse workload in a busy enviornment
  • Ability to handle multiple tasks and frequent interuptions effectively
  • Excellent oral and written communication skills
  • Accuracy and attention to detail
  • Ability to function as a member of a team to fulfill the team’s responsibilities
  • Proficiency in the use of the Internet, email, business software (word processing, spreadsheet, database, calendar, google drive environment)
  • Ability to learn a variety of University systems to include, but not limited to: All Resource Planning, FileMaker Pro database, On-Base Faculty Information system, Interfolio, Ultra Time (payroll approval), CourseLeaf Scheduling, Student and Faculty Jobs, Student schedules, Concur, buyND, Aim, GLEZ, website maintenance

Department

Univ Writing Program (30090)

Department Website

https://writing.nd.edu/

Family / Sub-Family

General Admin / Dept Admin

Career Stream/Level

Temporary

Department Hiring Pay Range

Up to $22/hr

Pay ID

Bi-Weekly

FLSA Status

T1 - Non-exempt Temp/On-call Hourly

Job Category

Temporary

Job Type

Temporary

Schedule: Days of Week & Hours

Monday – Friday
8:00 AM – 5:00 PM
Approximately 30 hours per week

Schedule: Hours/Week

30

Schedule: # of months

4

Job Posting Date (Campus)

01/13/2023

Job Posting Date (Public)

01/13/2023

Job Closing Date

01/27/2023

Posting Type

Open To All Applicants

Posting Number

S23620

Quick Link for Internal Postings

https://jobs.nd.edu/postings/29382

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