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Administrative Coordinator
Job Description
Job Title
Administrative CoordinatorJob Description
Study everything. Do anything.
Find your passion. Create knowledge. Serve the common good. Prepare for life.
This is what the College of Arts & Letters stands for. We play an integral role in Notre Dame’s mission to serve as the world’s preeminent Catholic research university. We are searching for someone to join our dynamic team who shares the same passion and mission. We are looking for a Administrative Coordinator for the Institute for Latino Studies (ILS).
Who we are: The Institute for Latino Studies fosters a deeper understanding of Latino communities in order to empower students, faculty, and community members to make better strategic decisions as to what kind of a country we want to leave for future generations.
Are you looking for a unique and gratifying position? If so, we want you!
The Administrative Coordinator plays a crucial role in ensuring the smooth operation of ILS. This position is responsible for managing a wide range of administrative tasks, supporting conference and event logistics, and overseeing financial activities. The role requires a proactive individual with strong organizational skills, attention to detail, and the ability to interact effectively with various stakeholders.
Essential Duties & Responsibilities:
Administrative Support:
Are you looking for a unique and gratifying position? If so, we want you!
The Administrative Coordinator plays a crucial role in ensuring the smooth operation of ILS. This position is responsible for managing a wide range of administrative tasks, supporting conference and event logistics, and overseeing financial activities. The role requires a proactive individual with strong organizational skills, attention to detail, and the ability to interact effectively with various stakeholders.
Essential Duties & Responsibilities:
Administrative Support:
- Prepare and distribute staff meeting agendas and minutes.
- Draft and manage business letters and email correspondence for the Associate Director.
- Monitor and organize office supplies, equipment, and project materials.
- Maintain general use areas including the lounge, work room, kitchenette, and reception.
- Set up and manage seasonal decorations.
- Serve as the primary liaison with Facilities, Building Services, University Operations, Events, and Safety departments.
- Submit and track repair and work order requests to ensure timely completion.
- Act as the Sustainability Ambassador for the office.
- Prepare and submit appointment paperwork for students, staff, temporary, and adjunct faculty.
- Attend to visitors and guests, including arranging hospitality and managing lounge space.
- Provide administrative support to faculty members as needed.
Event Coordination:
- Coordinate all logistics for ILS conferences, events, and scholarly activities.
- Facilitate Fall and Spring calendar planning meetings with the Associate Director and team.
- Reserve venues, manage event preparation, and handle all related tasks.
- Oversee logistics for speakers, student groups, and other unit and department contacts.
- Manage event execution details including decor, catering, entertainment, transportation, location, invitee list, and special guests.
- Ensure compliance with insurance, legal, health, and safety obligations.
- Collaborate with Notre Dame (ND) and College of Arts and Letters academic events.
- Develop itineraries for guest speakers, faculty projects, and conference staffing.
- Prepare event materials and make travel arrangements for guests.
Financial Monitoring and Business Management:
- Process weekly accounts payable and prepare reimbursements for the Director and Associate Director.
- Monitor and process accounts receivable including grants, donations, and deposits.
- Prepare and submit quarterly project and budget reports as required by the College of Arts and Letters.
- Submit endowment spending reports quarterly and annually to the College.
- Serve as a liaison to on-campus and off-campus vendors.
- Seek competitive bids and process payments for vendors and speakers.
- Manage all departmental supply purchases.
#LI-AW1
Minimum Qualifications
Education & Experience:
- Associates degree or up to 3 years of college or technical school
- 1-6 months of related experience
Skills:
- Strong oral and written communication skills with the ability to communicate effectively and professionally in English and Spanish
- Some budgeting experience
- Ability to manage an office to ensure smooth operations, support leadership and their vision, attend to administrative needs of a workplace , self-starter, and contribute to a positive + efficient environment
- Strong organizational skills and a high degree of independence and initiative; must be flexible, creative, and responsive
- Affinity with Notre Dame mission, vision, values, as well as the Catholic character of the University
- Experience bookkeeping for multiple accounts and preparing budget reports as requested for each fund
- Detailed
- Timeliness
Department
Institute for Latino Studies (28030)Department Website
https://latinostudies.nd.edu/Family / Sub-Family
University Operations / Administrative OperationsCareer Stream/Level
NIC 2 CoordinatorDepartment Hiring Pay Range
Up to $22/hrPay ID
Bi-WeeklyFLSA Status
S3 - FT Non-exempt HourlyJob Category
Office/ClericalJob Type
Full-timeSchedule: Days of Week & Hours
Monday – Friday
8:00 am – 5:00 pm
8:00 am – 5:00 pm
Schedule: Hours/Week
40Schedule: # of months
12Job Posting Date (Campus)
09/13/2024Job Posting Date (Public)
09/13/2024Job Closing Date
09/27/2024Posting Type
Open To All ApplicantsPosting Number
S251386Quick Link for Internal Postings
https://jobs.nd.edu/postings/35797*Please mention you saw this ad on AcademicJobs.*