Administrative Coordinator – Undergraduate Advising

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

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