Job Description

Job Title

Job Description

• Provide administrative support and assistance to NDTL leadership, including Assistant Directors of Engineering, Program, and Business Operations. This may include meeting scheduling, meeting participation, taking meeting notes, following up with actions, and other administrative tasks, as assigned.
• Provide assistance to NDTL staff and on-site visitors acting as a main point of contact for everyday administrative tasks, including visitors management, meals requests, office supplies, office cleanliness, conference room scheduling, administrative expense tracking, documentation filing, event and conference booking and coordination, organizing departmental events and gatherings, updating conference room calendars, ordering meals for departmental meetings, getting the mail, and monitoring and stocking hospitality items in the staff kitchen, assist with office space management, make sure that all office spaces are clean, organized, pleasant and stocked with necessary items.
• Greet all NDTL visitors with a warm and professional welcome as well as provide world-class hospitality. Badge in and out all visitors, including customers/sponsors, vendors, contractors, and Notre Dame staff, and notify necessary parties of visitors and direct guests appropriately. Manage incoming phone calls and manage the general NDTL email address in a professional and positive manner.
• Assist with VIP visits, managing NDTL sponsored meetings, detailed activities associated with expos (transport of booth materials, travel reservations, etc.), and planning NDTL offsite meetings/events/parties.
• Act as the main point of contact for travel arrangements and reimbursements: assist with booking travel arrangements for NDTL staff for sponsor or vendor visits, conferences, and training as well as interview candidate travel arrangements,
• Create reimbursement expense reports upon completion of travel, and create expense reports for general business expenses, external meals, and rush supplies. Reconcile company credit card charges via monthly expense report.
• Serve as the primary point of contact for facility-related issues, including building maintenance issues (pest control, work orders, etc), copiers, and general supply orders.
• Purchase hospitality items, food, office supplies, and marketing material, customer/staff gifts according to departmental procedures and within the approved budget, order cleaning supplies for the cleaning company as needed, and assist with placing and tracking technical purchase orders, as needed.

Minimum Qualifications

• Associates degree
• Professional appearance and manner, ability to interact effectively with a variety of personality types, ability to prioritize multiple tasks and to work under pressure, team player, willing to learn new tasks
• Administrative Coordinator will be trained and must become proficient in using University systems like travelND and buyND, as well as NDTL systems, like slack and Monday.com
• Candidates must have working knowledge of Microsoft Office: Word, Excel, Outlook, PowerPoint and Google Calendars / Sheets / Documents

Preferred Qualifications

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