Academic Programs Coordinator

SmartRecruiters, Inc.; Notre Dame (IN); On-site; USD 81,278,000 - 90,922,000; Full time

Job summary

University of Notre Dame seeks an Academic Programs Coordinator to provide comprehensive operational, administrative, and student services support for the Keough School Academic Programs team, including MGA and undergraduate programs. The role reports to the Associate Director and acts as a liaison across the team and campus resources.

You will manage student services, coordinate information systems, process funding requests, run reports, and schedule meetings, ensuring smooth program operations

Qualifications

• Bachelor’s degree preferred.
• Associate degree plus 5 years of relevant experience.
• Strong communication skills and attention to detail.
• Experience managing event logistics.

Responsibilities

• Provide operational, administrative, and student services support for the Academic Programs team.
• Manage undergraduate and graduate student services including emails, visas, housing, and orientation.
• Troubleshoot student questions and refer to campus resources as needed.
• Support MGA Student Advisory Council and undergraduate ambassadors.
• Process graduate student financial payments and on-campus jobs for MGA students.
• Create and run reports about Keough academic programs.
• Schedule Academic Programs team meetings.

Skills

Interpersonal skills

Service orientation

Professionalism

Organization

Event logistics

Oral communication

Written communication

Attention to detail

Google Workspace

Data handling

Education

Bachelor's degree

Associate degree

Job description

• Division: Keough School of Global Affairs
• Job Subfamily: Administrative Operations - UO004
• Unit: Keough School of Global Affairs - 36003
• Job Family: University Operations

Company Description

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. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description

The Keough School of Global Affairs advances integral human development through research, policy and practice; transformative educational programs; and partnerships for global engagement. Our faculty and students conduct rigorous research that addresses some of the world’s most pressing, and complex challenges, with an emphasis on sustainability and environmental justice; poverty, inequality and marginalization; democracy, governance, institutions and rights; and systems and structures of violence and peace.

The Academic Programs Coordinator provides comprehensive operational, administrative, and student services support for the Keough School Academic Programs team, which includes both the undergraduate Global Affairs and Master of Global Affairs (MGA) programs. Reporting directly to the Associate Director, Professional Development and Alumni Engagement, the Coordinator serves as an essential liaison and administrative hub for the Academic Programs team.

Essential duties and responsibilities include:

Undergraduate and Graduate Student Services

• Compile information and send weekly emails to undergraduate and graduate students, providing information about upcoming events and deadlines.
• Manage the pre-arrival process for incoming students in the MGA and PhD in Sustainable Development, including facilitating communication regarding visas, travel, and housing; designing and hosting student orientation in collaboration with the Senior Program Director of Graduate Programs; and collaborating with the International Student and Scholar Services Office.
• Troubleshoot individual undergraduate and graduate student questions, refer to appropriate campus resources for resolution, or bring the issue to the attention of the appropriate member of the Academic Programs team.
• Support the MGA Student Advisory Council and undergraduate student ambassadors.
• Prepare and troubleshoot with graduate students on the technical aspects of course scheduling.

Academic Programs Operational Support

• In coordination with the Associate Director for Professional Development and Alumni Engagement and Senior Specialist for Academic Programs, support a team within academic programs dedicated to information systems, including but not limited to devising and implementing a file-sharing strategy and a data management process.
• Process graduate student financial payments, including graduate student stipends and expense reports, and process on-campus jobs for MGA students. Act as a liaison to the Office of Student Accounts.
• Process MGA Professional Development funding requests and post-graduate awards, including routing applications for faculty and staff approval in Keough’s InfoReady system.
• Serve as data manager for the academic programs team. Consolidating and updating data in University and Keough School systems.
• Create and run reports about Keough academic programs.
• Assist with special data requests, such as for annual reports, communications, student outcomes, etc.
• Update and maintain the Keough School Alumni Outcomes Database.
• Schedule Academic Programs team meetings.

Student Event Support

• Assist in the planning of events that support and enhance the academic and community experience of undergraduate and graduate students at the Keough School. Coordinate with students to craft activities that enhance their overall University experience.
• Manage Academic Programs team event logistics, including sending out event communications and reminders, tracking attendance, making room reservations, ordering food/supplies, and setting up.
• Serve the School and the University as a representative and at functions such as Commencement, recognition ceremonies, open houses, orientations, Junior Parents Weekend and Admissions events for prospective students.
• Serve on Keough event committees and support the planning of School-wide events, including the Rally, Welcome Weekend, and commencement.

Teamwork & Other Duties

• Serve as an active member of the Academic Programs team, providing operational cross-coverage for colleagues during peak volume periods (e.g., orientation, commencement, high-volume recruiting cycles, and academic special events).
• Assist with hiring, scheduling, training, anddaily tasks to student office assistants, TAs, and student ambassadors.
• Attend required departmental, School-wide, and University staff meetings, training sessions, and committee meetings and serve as an active member of appropriate School communities of practice.
• Perform other job-related duties and project assignments as requested to support the mission of the Academic Programs team.

Qualifications

Qualifications & Skills:

• Preferred: Bachelor’s degree (4 years).
• Minimum Qualifications: Associate degree plus 5 years of relevant experience.
  • Skills:
    • Strong interpersonal skills, service orientation, and professionalism.
    • Ability to organize and prioritize a diverse workload in a busy environment.
    • Experience managing event logistics.
    • Excellent oral and written communication skills.
    • Accuracy and attention to detail.
    • Strong computer skills, including Google Workspace and experience working with data sets.

Additional Information

Application Deadline: October 11, 2026

Hiring Pay Range: Up to $28.86/hour | Commensurate with experience

Required Documents: Resume and cover letter

Work Environment & Physical Demands:

• Ability to move throughout the office and across campus to support events and meetings.
• Flexibility to work occasional early mornings, evenings, and weekends as needed during certain times of the academic year.

The University ofNotreDameseeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover,NotreDameprohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).Westronglyencourageapplicationsfrom candidates attracted to a university with a Catholic identity.