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University of Notre Dame
  • Position Number: 1031358
  • Location: Notre Dame, IN
  • Position Type: Secretary and Administrative Assistants

University of Notre Dame

Undergraduate Administrative Coordinator

The University of Notre Dame ( is accepting applications for a Undergraduate Administrative Coordinator.

Applications will be accepted until 6/29/2017.

Administrative support for the undergraduate program, event planning and general office tasks. Assists with the undergraduate program by helping students as needed, monitoring curriculum, grade changes, course registration and study abroad approvals. Maintains a database of student records making sure that requirements are met for major and minor students. Assists the Director of Undergraduate Studies with academic scheduling. Organizes social events (picnic, dinners and receptions). Responsible for travel arrangements, lodging, and scheduling guest speakers. Answers the main phone line and email for the main office.

Specific duties include:

Undergraduate Program Duties - Provides information to undergraduate students interested in the philosophy major and minor. Assists current majors and minors with questions regarding course requirements, schedule changes. Coordinates advising, processes departmental overrides to enable students to register for classes in fall and spring. Monitors the academic progress for the Philosophy Majors, including registration, enrollment and graduation requirements. Gathers information and creates statistical reports for the undergraduate director and chair. Maintain a calendar of responsibilities and a how to manual for the position. [40%]

Communication Duties - Manages the main phone line and email address for the Philosophy Department. Processes data reports as needed. Promotes Philosophy Department sponsored events with fliers and entries to relevant calendars. Sends out reminders to faculty and students about scheduled events. [20%]

Event and Special Project Duties - Plans events and arranges travel, lodging, reception, meals and meetings. Process reimbursements for guest speakers. Reserves rooms for departmental meetings, exams, colloquia, conferences and events. Coordinates catering menus for faculty and student events with assistance from the Department Coordinator. Coordinates housing for visiting scholars or professors [20%]

Scheduling Duties - Assists the Undergraduate Director to plan academic course schedule (TUSC). Collects syllabi, and course descriptions from faculty and graduate students. Maintains course schedules, new course additions, cross listings, office hours and classroom assignments. Provides class schedule information to students, faculty and staff. Assist with room and schedule changes, as well as special requests throughout the semester [15%]

General Office Duties - Orders office supplies, processes payment for invoices. Processes incoming and outgoing mail. Maintains the mailbox area, forwarding mail, bulletin boards and book case. Assures that the kitchen and lounge area are orderly. Participate in cross training with other office staff. [5%]

Minimum Qualifications:
Bachelors degree or the equivalent in relevant experience.
Skills include, but are not limited to excellent organizational skills, high level of attention to detail, ability to prioritize and meet deadlines, excellent oral and verbal communication skills. Must be proficient in computer skills and able to work with a number standard software programs. Due to the level of sensitivity of materials handled, a commitment to confidentiality is essential (student records budget, etc.). This position has a 10 month schedule off June and July each year.

Preferred Qualifications:

The University of Notre Dame, founded in 1842 by Rev. Edward F. Sorin, C.S.C., of the Congregation of Holy Cross, is an independent, national Catholic university located in Notre Dame, Ind. For the fifth consecutive year, the University of Notre Dame has received Honor Roll distinctions as one of the top 10 higher education workplaces in the country in the Chronicle of Higher Education's annual "Great Colleges to Work For" survey...and we are proud of it!

The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from female and minority candidates and others that will enhance our community. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).

Please apply online at to Job # S17542. For additional information about working at the University of Notre Dame and various benefits available to employees, please visit The University of Notre Dame supports the needs of dual career couples and has a Dual Career Assistance Program in place to assist relocating spouses and significant others with their job search.

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