PAM Administrative Assistant
Job Description
Job Title
PAM Administrative AssistantJob Description
Be part of a mission-driven team that’s shaping peace around the world!
Join our dynamic team at the Peace Accords Matrix (PAM) at the University of Notre Dame as an Administrative Assistant! In this pivotal role, you’ll provide high-level administrative support to both the PAM Director and Associate Director of Operations, making an impact on global peace initiatives.
You will take charge of managing the director’s calendar, orchestrating travel arrangements, handling official communications, and acting as a key liaison in public interactions. In addition, you’ll play a vital role in coordinating administrative tasks, such as expense reporting, and contribute to the development of critical administrative reports.
Join our dynamic team at the Peace Accords Matrix (PAM) at the University of Notre Dame as an Administrative Assistant! In this pivotal role, you’ll provide high-level administrative support to both the PAM Director and Associate Director of Operations, making an impact on global peace initiatives.
You will take charge of managing the director’s calendar, orchestrating travel arrangements, handling official communications, and acting as a key liaison in public interactions. In addition, you’ll play a vital role in coordinating administrative tasks, such as expense reporting, and contribute to the development of critical administrative reports.
Key Responsibilities:
Travel Scheduling and Expense Reporting (30%):
Travel Scheduling and Expense Reporting (30%):
- Manage the director’s travel logistics, including scheduling, booking, and preparing trip materials.
- Handle expense reporting and travel reimbursements.
Administrative Support to the PAM Director (50%):
- Oversee the director’s calendar, correspondence, and public engagements.
- Prepare briefing materials, itineraries, and draft communications.
- Assist in team meeting coordination, note-taking, and project reporting.
Hospitality and Event Support (20%):
- Plan and coordinate PAM events, including grant-related projects like the Legacy Project and Barometer Initiative.
- Collaborate with the Kroc Institute Events Coordinator and ISSA for logistical support.
- Provide hospitality and manage logistics for PAM guests, especially high-level dignitaries.
Qualifications:
- Advanced organizational, problem-solving, and multitasking skills.
- Ability to handle sensitive information and interact professionally with diverse personalities.
- Proficiency in Spanish is preferred but not required.
- Experience with WhatsApp and Google Apps.
- Willingness to learn and adapt to university protocols.
Term:
This is a one-year limited-term position, renewable if grant funding is secured.
This is a one-year limited-term position, renewable if grant funding is secured.
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Minimum Qualifications
We are seeking a candidate who excels in both organizational and administrative functions, demonstrating the following qualifications:
- Demonstrate exceptional organizational and administrative skills.
- Communicate and coordinate effectively with a diverse team.
- Exhibit strong attention to detail and handle multiple pressing tasks with a positive attitude.
- Proficiency with Google apps (Docs, Sheets, Slides) required.
- Must be able and willing to communicate with teams via WhatsApp.
- Willingness to travel internationally is required.
Preferred Qualifications
Education: Bachelor’s degree (4 years) & 3 to 4 years Experience
- Degree (Knowledge): Office Administration or related field
- Spanish proficiency
- Familiarity with Travel ND/Concur expense reporting
Special Instructions to Applicants
As part of the interview process, you may be required to complete a personality assessment and a writing sample. These assessments will help gain a better understand of strengths, work style, and communication skills, ensuring a good fit for the role. These requests will be introduced as applicants progress further in the interview process.
Department
Joan B. Kroc Inst. for Int'l. Peace (38045)Department Website
kroc.nd.edu / peaceaccords.nd.eduFamily / Sub-Family
University Operations / Administrative OperationsCareer Stream/Level
NIC 2 CoordinatorDepartment Hiring Pay Range
$17.50 - $26.75Pay ID
Bi-WeeklyFLSA Status
S3 - FT Non-exempt HourlyJob Category
Office/ClericalJob Type
Full-timeSchedule: Days of Week & Hours
Monday – Friday, 8 am – 5 pm
Schedule: Hours/Week
40/weekSchedule: # of months
12 months (limited term position renewable if grant funding received)Job Posting Date (Campus)
10/29/2024Job Posting Date (Public)
10/29/2024Job Closing Date
11/12/2024Posting Number
S251530Quick Link for Internal Postings
https://jobs.nd.edu/postings/36259*Please mention you saw this ad on AcademicJobs.*
