Academic Programs & Faculty Operations Coordinator

University of Notre Dame; Notre Dame (IN); On-site; USD 61,000 - 75,000; Full time

Job summary

The University of Notre Dame is seeking a highly organized and detail-oriented Associate Administrator for Departmental Processes to coordinate and manage essential administrative operations supporting faculty and staff.

This role oversees faculty appointments, reappointments and promotions, recruitment and hiring coordination, effort certification, performance evaluations, and position management, ensuring accurate and policy-aligned execution across the department.

Qualifications

• One year certificate or training from college or technical school.
• 3+ years of experience in relevant administrative, human resources, or office management.

Responsibilities

• Coordinate, organize, 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 in collaboration with the College of Science, Office of the Provost, and Human Resources.
• Oversee the semiannual effort certification reporting process for faculty and staff, ensuring timely completion and follow-up.
• 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 faculty and staff 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

Communication skills

Discretion with confidential info

Collaboration

Time management

Education

One year certificate or training

Tools

OnBase

Microsoft Office

Google Workspace

Job description

The University of Notre Dame is seeking a highly organized and detail-oriented Associate Administrator for Departmental Processes to coordinate and manage essential administrative operations supporting faculty and staff.

This role oversees faculty appointments, reappointments and promotions, recruitment and hiring coordination, effort certification, performance evaluations, and position management, ensuring accurate and policy-aligned execution across the department.