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Academic Program Administrator, Undergraduate
University of Notre Dame in Notre Dame, Indiana
Date Posted 05/24/2022
Admin-Academic Advising
Salary Commensurate with experience and the University's compensation ranges and policies (https://hr.nd.edu/benefits-compensation/compensation/) -  
Employment Type Full-time
Application Deadline Open until filled

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. 

Job Title

Academic Program Administrator, Undergraduate

Job Description

The Academic Program Administrator, Undergraduate will manage the department’s undergraduate student programs and related communications, including department newsletters to students and alumni, LinkedIn, and social media outreach, along with other projects as assigned by the Chair, senior faculty, and Department Administrator.  Specific responsibilities include:
  • Undergraduate Student Administration: In collaboration with the department’s Director of Undergraduate Studies, plan, coordinate and implement academic course scheduling, including registration assistance, Graduate Progress System issues, and updates. Act as department expert for Courseleaf course scheduling tool. Maintain undergraduate student records following FERPA guidelines to ensure confidentiality of student data. Create hourly and stipend student jobs in the Student Hiring Tool and approve hours in UltraTime. Lead contact for the undergraduate students in the department.
  • Undergraduate Student Programming:  Manage the administration and assistance for the following student projects and programs:  1) Undergraduate clubs including AIChE, ChemECar Team, Chemical Engineering Jeopardy, and all SAO recognized clubs; 2) Departmental administrative manager for CBE dedicated spaces including A68/A69 laboratory and classroom and ChemECar laboratory; 3) Plan and manage student attended conferences and competitions; 4) Plan and manage all phases of departmental senior awards dinner and undergraduate commencement ceremonies.
  • Department Communications: In collaboration with the department’s Director of Undergraduate Studies and in alignment with college-level communications strategies, develop and implement a communications and outreach strategy using current technologies and trends (across websites, newsletters, e-mail, digital, and social media applications) for the department’s stakeholders, including faculty, alumni, and undergraduate student populations to improve information about, and access to, opportunities in the areas of undergrad research and funding, departmental updates and news items, and undergraduate student life.
  • CBE Summer Programs:  Coordinate the applications, registration, and department administration for the CBE Imperial London summer courses and facilitate communications with Imperial College’s staff and local resources;  assist with the design, plans for, and stand-up a CBE specific summer REU (Research Experience for Undergraduates) program with an emphasis on recruiting low income, first generation, and diverse populations to work with CBE faculty in labs and on campus.
  • Academic and Career Enrichment:  Manage the department’s logistics of the following programs to enhance and strengthen the chemical engineering undergraduate students’ experiential learning, internship opportunities, and career placement strategies:  1) Career Choices for Engineers alumni speaker recruiting and scheduling; 2) CBE Industry Advisory Board for internal reviews and programmatic assistance; 3) Chemical Engineering Networking Series for industry presentations, interviews, and mentoring; 4) Senior Design capstone presentations including alumni reviewer scheduling, planning, all logistics. 5) Stewardship and reporting for all donor directed funds allocated to CBE for student programs and assistance.
  • Reviews and Assessments: Support the department’s undergraduate assessment and accreditation program for ABET (Accreditation Board for Engineering & Technology) including data set collection and reporting, benchmarking with our institutional peers, and attending annual Program Assessment Workshops/Conferences. Also, support the data coordination and set up for the departmental external review (7 year cycle) as mandated by the Office of the Provost.
  • Other special projects as assigned by the Department Chair or the Department Administrator, including campus committees, cross-training opportunities and reporting.

Minimum Qualifications

  • Bachelor’s degree or equivalent experience
  • 3-4 years experience
  • A high degree of professionalism, interpersonal skills, and integrity are essential to be successful in this position
  • Excellent project management and communication skills

Preferred Qualifications

Prior experience in higher education is strongly preferred.


Chemical and Biomolecular Engr (31010)

Department Website


Family / Sub-Family

General Admin / Project Mgmt

Career Stream/Level

EIC 1 Associate

Department Hiring Pay Range

Commensurate with experience and the University's compensation ranges and policies (https://hr.nd.edu/benefits-compensation/compensation/)

Pay ID


FLSA Status

S1 - FT Exempt

Job Category


Job Type


Schedule: Days of Week & Hours

Monday – Friday, 8:00 am – 5:00 pm (additional hours as needed)

Schedule: Hours/Week


Schedule: # of months


Job Posting Date (Campus)


Job Posting Date (Public)


Job Closing Date


Posting Type

Open To All Applicants

Posting Number


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