Academic Department Operations Coordinator

Universityofnotredame; Notre Dame (IN); On-site; USD 41,000 - 68,000; Full time

Job summary

The University of Notre Dame is seeking an Associate Administrator for Departmental Processes to coordinate essential administrative operations supporting faculty and staff. The role covers appointments, recruitment, effort certification, evaluations, and position management with University policies in mind.

Required: 3+ years in admin/HR, one-year certificate, and OnBase experience. Salary up to $68,000 with commensurate experience. Equal opportunity employer.

Qualifications

• One year certificate or training from college or technical school.
• 3+ years of administrative, HR, or office management experience.
• Experience using OnBase or similar document management systems.
• Familiarity with higher education administrative policies and procedures.

Responsibilities

• Coordinate, finalize, and upload documentation in OnBase for faculty appointments, reappointments, and promotions.
• Manage faculty recruitment logistics, including interview scheduling, travel coordination, and related expenditures.
• Coordinate faculty and staff hiring materials and processes with the College of Science, Office of the Provost, and HR.
• Oversee the semiannual effort certification reporting process for faculty and staff, ensuring timely completion.
• Guide supervisors and staff through the annual staff performance evaluation process.
• Manage staff position postings, recruitment logistics, and position extensions.
• Consult with the Office of General Counsel and International Student and Scholar Affairs regarding appointments, visa matters, and related requirements.
• Coordinate with Development on gift routing procedures and endowment spending reports.
• Research, compile, and prepare content for the department's bimonthly scholarly activities newsletter, ChemBytes.
• Maintain accurate records, monitor deadlines, and support the consistent application of University policies and procedures.
• Provide professional administrative support and serve as a liaison between departmental faculty, staff, and campus partners.

Skills

Organizational skills

Attention to detail

Written communication

Verbal communication

Microsoft Office

Google Workspace

Confidential information handling

Multitasking

Team collaboration

Education

One-year certificate

Tools

OnBase

Job description

The University of Notre Dame is seeking an Associate Administrator for Departmental Processes to coordinate essential administrative operations supporting faculty and staff. The role covers appointments, recruitment, effort certification, evaluations, and position management with University policies in mind.

Required: 3+ years in admin/HR, one-year certificate, and OnBase experience. Salary up to $68,000 with commensurate experience. Equal opportunity employer.