Administrative Assistant

University of Notre Dame

Notre Dame, IN

Job posting number: #7151473

Posted: June 1, 2023

Application Deadline: Open Until Filled

Job Description

Job Description
The Institute for Educational Initiatives is home to many education-focused units and centers. We are looking for someone who is up-beat, excited to learn and enjoys being the go-to person for our group. Do you enjoy making others feel welcome and helping answer questions? Do you find joy in coordinating travel plans and events? This role may be the #GoldenOpportunity for you! Join the IEI Team today!

The administrative assistant is a key player to our team who will report to the Director of the ACE Teacher Leadership program and is responsible for support of the operations and event programming for the ACE Principal Academy, the ACE Teacher Leadership Program, the Higher-Powered Learning Program, and the general support of the 2nd Floor of Remick Family Hall. The position tasks include but are not limited to database management, student registration, coursework logistics, certain accreditation activities connected with these programs, and support of the units’ on-campus summer programs, as well as off-campus retreats and immersion programs. The administrative assistant also serves as the receptionist for the 2nd floor office suite, and provides general support to the floor including keeping supplies, snacks, coffee, and other inventories at appropriate levels and overseeing the work of student assistants when they are completing tasks and/or projects specific to the 2nd floor of Remick Family Hall.

Responsibilities include, but are not limited to:

1. Coordinate logistics for program offerings including summer institute, on and off-campus retreats, collaborations, and immersions, including coordinate logistics related to travel, lodging, meals, and meeting spaces for the program participants and team on these program-wide gatherings, work with Anthony Travel to book flights as needed. Gather and organize flight information for all program participants and team, serve as liaison with office of housing and hotels to secure hotel room blocks for the program gatherings, managing these through appropriate University systems, reserve meeting space, restaurant reservations, and order catering for meals during program gatherings as needed, assist with execution of programmatic gatherings including mailings, printing, welcome folders, nametags, and table tents, etc., serve as the liaison to all University offices, including the registrar, OIT, housing, transportation, catering, parking services, and others

2. Support the units’ daily operations, including order, manage, and maintain inventory of all program supplies, (office supplies, retreat medals, shirts/apparel, and other program branded supplies); meeting with off-campus vendors about purchasing, coordination, and compliance of program supplies as needed, maintain programs’ Google calendars, email, and Fellow database and directories, create invoices and collect all payments for the programs, liaising with the IEI Business Office; process reimbursements, credit card reconciliations, and expense reports for the directors, participate in weekly team check-in meetings to coordinate advancement of work across specific teams and across the three programs, manage mailings, order materials and supplies for programmatic needs.

3. Assist the selection and admission process, including schedule all interviews with program applicants, process all admit and rejection decisions, distribute, collect, and track all new cohort enrollment paperwork.

4. Greet and direct visitors to the 2nd floor office suite

5. Other duties as assigned

Minimum Qualifications
High school diploma or GEN and 1- 2 years experience; ability to lift and carry 25 pounds;


Preferred Qualifications
Highly organized with good attention to detail
Excellent communicator who enjoys interacting with others and serving guests, faculty, and staff in a hospitable and welcoming manner
Comfortable with technology and learning new programs and platforms
Has a working knowledge of Google Workplace platforms (docs, sheets, calendar, gmail, etc)




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More Info

Job posting number:#7151473
Application Deadline:Open Until Filled
Employer Location:Online Job Advertising
JAX,Florida
United States
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