Administrative Coordinator | AL-OUS

Notre Dame International; Notre Dame (IN); On-site; USD 19,000 - 32,000; Full time

Job summary

University of Notre Dame is seeking an Administrative Coordinator to support undergraduate advising and academic administration within the Arts & Letters Office. You will be the first point of contact for students, faculty, staff, and visitors, helping to ensure a welcoming, student-centered office environment.

You will collaborate with coordinators, the director, assistant deans, and academic advisors to manage advising operations, student records, and academic processes, while supporting

Qualifications

• High school diploma or GED with 1–2 years of administrative or related professional experience.
• Strong organizational and time-management skills with excellent attention to detail.
• Excellent interpersonal, customer service, and written and verbal communication skills.
• Ability to manage multiple responsibilities, establish priorities, and respond effectively to interruptions.
• Ability to work independently while collaborating effectively with colleagues and campus partners.
• Demonstrated discretion and professionalism when handling confidential student, faculty, and personnel information.
• Proficiency with Microsoft Word, Excel, and Google Workspace applications.
• Ability and willingness to learn University academic and administrative systems.
• Professional, service-oriented approach when working with students, faculty, staff, families, and University partners.

Responsibilities

• Reception & Advising Support: Serve as a welcoming first point of contact for students, faculty, staff, and visitors.
• Assist students with scheduling and connecting with deans, advisors, departments, and other campus resources.
• Manage calendars and scheduling for undergraduate deans and collegiate academic advisors.
• Collaborate with fellow Administrative Coordinators to provide consistent front-office coverage and support.
• Academic & Student Administration: Support administrative processes for transfer and readmitted students, including verification of transfer course information.
• Maintain student records, route academic forms, and monitor advising assignments.
• Use University systems, including OnBase, Banner, Google Workspace, Business Objects, eForms, and the Advising Kiosk, to support academic administration.
• Office Operations & Administrative Support: Provide administrative support for office communications, records, data collection, and reporting.
• Monitor the office operational budget and provide regular updates to the director.
• Assist with faculty and staff hiring, office events, College and University events, and special projects.
• Faculty & Personnel Support: Coordinate timelines, scheduling, and documentation for faculty reappointment and promotion processes.
• Work with the Dean’s Office, Provost’s Office, and other campus partners to ensure required materials and processes are completed accurately and on time.
• Maintain confidential student, faculty, and personnel information with discretion

Skills

Organizational skills

Interpersonal skills

Communication skills

Education

High school diploma or GED

Tools

Microsoft Word

Excel

Google Workspace

Job description

Office of A&L Undergrad Study, Dean of Arts and Letters

• Full-time

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 College of Arts & Letters Office for Undergraduate Studies and Advising is seeking a highly organized, collaborative, and service-oriented Administrative Coordinator to support undergraduate advising and academic administration. This role serves as a welcoming first point of contact for students, faculty, staff, and visitors and helps foster a responsive, student-centered office environment.

As one of three Administrative Coordinators, this position works closely with fellow coordinators, the director, assistant deans, and collegiate academic advisors to support the day-to-day operations of the office. The Administrative Coordinator supports advising operations, student records and academic processes, transfer student administration, faculty processes, and special projects, helping ensure the office runs smoothly and students receive timely and effective support.

Key Responsibilities

Reception & Advising Support

• Serve as a welcoming first point of contact for students, faculty, staff, and visitors
• Assist students with scheduling and connecting with deans, advisors, departments, and other campus resources
• Manage calendars and scheduling for undergraduate deans and collegiate academic advisors
• Collaborate with fellow Administrative Coordinators to provide consistent front-office coverage and support

Academic & Student Administration

• Support administrative processes for transfer and readmitted students, including verification of transfer course information
• Maintain student records, route academic forms, and monitor advising assignments
• Use University systems, including OnBase, Banner, Google Workspace, Business Objects, eForms, and the Advising Kiosk, to support academic administration

Office Operations & Administrative Support

• Provide administrative support for office communications, records, data collection, and reporting
• Monitor the office operational budget and provide regular updates to the director
• Assist with faculty and staff hiring, office events, College and University events, and special projects

Faculty & Personnel Support

• Coordinate timelines, scheduling, and documentation for faculty reappointment and promotion processes
• Work with the Dean’s Office, Provost’s Office, and other campus partners to ensure required materials and processes are completed accurately and on time
• Maintain confidential student, faculty, and personnel information with discretion

Qualifications

Required

• High school diploma or GED with 1–2 years of administrative or related professional experience
• Strong organizational and time-management skills with excellent attention to detail
• Excellent interpersonal, customer service, and written and verbal communication skills
• Ability to manage multiple responsibilities, establish priorities, and respond effectively to interruptions
• Ability to work independently while collaborating effectively with colleagues and campus partners
• Demonstrated discretion and professionalism when handling confidential student, faculty, and personnel information
• Proficiency with Microsoft Word, Excel, and Google Workspace applications
• Ability and willingness to learn University academic and administrative systems
• Professional, service-oriented approach when working with students, faculty, staff, families, and University partners

Preferred

• Administrative or related professional experience in higher education or a similar environment
• Experience supporting students, academic advising, or academic administration
• Familiarity with student information, document management, scheduling, or reporting systems
• Experience coordinating processes involving multiple stakeholders and deadlines
• Experience working in a high-volume, student-facing or customer-service environment

Additional Information

Application Deadline: November 8, 2026

Hiring Pay Range: Up to $23/hour | commensurate with experience

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.

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