Senior Administrative Assistant | Division of Student Affairs

The University of Notre Dame is more than a workplace! We are a vibrant, mission‑driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here you will find a deep sense of belonging, a culture that prioritizes well‑being, and the opportunity to grow your career while being a force for good in the world.

Responsibilities

• Administrative Support
  • Manage calendars by scheduling meetings, events, and activities while balancing competing priorities and business needs.
  • Coordinate internal and external meetings, including reserving venues and arranging technology, catering, and other necessary supplies.
  • Prepare and process expense reports and reimbursements; coordinate business travel arrangements and serve as a delegate in Concur (TravelND).
  • Receive, respond to, and coordinate internal and external communications on behalf of the professional staff and the Division of Student Affairs.
  • Assist in the creation, editing, and management of highly confidential materials, documents, and reports.
  • Coordinate the excused‑absence process for students representing the University in approved activities and events.
  • Execute, monitor, and track the workflow of Student Affairs and student‑organization contracts.
  • Coordinate the preparation of alcohol exemption letters in partnership with the student‑organization approval process.
  • Manage correspondence, mail, shipping and receiving, records, and departmental files in accordance with University policies and procedures.
  • Perform other duties and special projects as assigned.
• Office Support
  • Provide front‑desk and receptionist coverage for the office in partnership with another Senior Administrative Assistant.
  • Serve as a backup resource to other Senior Administrative Assistants within the office as needed.
  • Welcome guests and provide a warm, professional, and hospitable experience on behalf of the Division of Student Affairs.
  • Schedule and manage the office conference room, including meeting setup and reset, ensuring technology functions properly and troubleshooting issues.
  • Answer and manage the main telephone line, directing calls and inquiries to the appropriate individuals or offices.
  • Maintain organized and professional common areas and coordinate office supply orders through BuyND as needed.
  • Support efficient day‑to‑day office operations and contribute to a productive work environment.
  • Exercise sound judgment, tact, discretion, and diplomacy when interacting with students, families, colleagues, and other constituents.
• Project and Program Support
  • Research, compile, and summarize information to support projects and initiatives assigned by senior leadership.
  • Provide project and administrative support to staff throughout the office, working independently when appropriate and ensuring deadlines are met.
  • Plan and support departmental events, including unit‑wide monthly gatherings, end‑of‑semester events, and annual celebrations.
  • Draft, coordinate, and distribute departmental communications as needed.
  • Collaborate regularly with other areas within the Division of Student Affairs and with student clubs, organizations, and other University units to enhance connections and relationships.

Qualifications

• Bachelor’s degree preferred.
• Five (5) years of experience in office administration.
• Excellent organizational and communication skills; ability to manage multiple tasks, respond to questions, and adapt in a fast‑paced environment with frequent interruptions.
• Strong time‑management and prioritization abilities.
• Superior attention to detail with aptitude for gathering, analyzing, and interpreting fragmented data from varied sources.
• Proven success providing support to senior‑level leadership.
• Professional interaction with individuals at all levels of the office, division, and University.
• Self‑motivated, initiative‑taking, quick learner of new processes, and capable of reprioritizing competing responsibilities.
• Enthusiastic, positive team player with a strong work ethic.
• Proactive, service‑oriented approach and ability to collaborate effectively with diverse groups.
• Maintain high confidentiality when handling student records and personnel matters.
• Strong command of grammar, punctuation, and spelling.
• Quickly learn and navigate new systems and technologies; experience with Word, Excel, and various web browsers.
• Advanced proficiency in Google Workspace and Microsoft Office, particularly Gmail, Google Calendar, Word, and Excel.
• Demonstrated appreciation for and commitment to the University’s Catholic and Holy Cross mission.

Pay

Up to $25/Hour

Schedule

Full‑time, in‑person role; Monday through Friday, 8 a.m. – 5 p.m.