Associate Administrator for Departmental Processes

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

Job summary

University of Notre Dame is seeking an Associate Administrator for Departmental Processes to coordinate and manage essential administrative operations supporting faculty and staff. The role handles appointments, recruitments, effort reports, evaluations, and position management.

You will work with faculty, staff, and campus partners to ensure accurate, efficient processes aligned with university policies. Strong communication and organizational skills are essential.

Qualifications

• One year certificate or training from college or technical school.
• 3+ years of administrative, human resources, or office management experience.
• Experience using OnBase or similar document management systems.
• Experience coordinating faculty appointments, recruitment, or HR processes.
• Familiarity with higher education administrative policies.

Responsibilities

• Coordinate, organize, finalize, and upload documentation for appointments, reappointments, and promotions.
• Manage faculty recruitment logistics including interview scheduling and travel.
• Coordinate hiring materials with College of Science, Provost Office, and HR.
• Oversee semiannual effort certification reporting for faculty and staff.

Skills

Excellent organizational skills

Written and verbal communication

Interpersonal skills

Multitasking

Education

One year certificate or training

Tools

OnBase

Google Workspace

Microsoft Office

Job description

Chemistry and Biochemistry, Dean of College of Science

• Full-time

Company Description

The University of Notre Dame is more than a workplace; it is 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 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 is responsible for a variety of key departmental processes, including faculty appointments, reappointments and promotions, recruitment and hiring coordination, effort certification, performance evaluations, and position management.

Working collaboratively with faculty, staff, and other University partners, the Associate Administrator ensures these processes are managed accurately, efficiently, and in alignment with University policies and procedures, contributing to the department’s overall effectiveness and academic mission.

Key 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.

Qualifications

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

Preferred qualifications

• Experience using OnBase or similar document management systems.
• Experience coordinating faculty appointments, recruitment, performance evaluations, or other human resources processes.
• Familiarity with higher education administrative policies and procedures, with a willingness to adapt to evolving University processes and requirements.

Required Skill & Abilities

• Excellent organizational skills and strong attention to detail.
• Effective written and verbal communication skills.
• Professional and efficient interpersonal skills, with the ability to work collaboratively with faculty, staff, and campus partners.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Familiarity with computer technology and proficiency with Google Workspace applications.
• Ability to manage multiple responsibilities, prioritize competing deadlines, and maintain accurate documentation.
• Strong problem-solving skills and the ability to exercise discretion when handling confidential information.

Additional Information

Please note:

• Salary is up to $68,000, 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.