Associate Administrator for Departmental Processes

Universityofnotredame; Notre Dame (IN); On-site; USD 41,000 - 68,000; Full time

Job summary

The University of Notre Dame is seeking an Associate Administrator for Departmental Processes to coordinate essential administrative operations supporting faculty and staff. The role covers appointments, recruitment, effort certification, evaluations, and position management with University policies in mind.

Required: 3+ years in admin/HR, one-year certificate, and OnBase experience. Salary up to $68,000 with commensurate experience. Equal opportunity employer.

Qualifications

• One year certificate or training from college or technical school.
• 3+ years of administrative, HR, or office management experience.
• Experience using OnBase or similar document management systems.
• Familiarity with higher education administrative policies and procedures.

Responsibilities

• Coordinate, 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 with the College of Science, Office of the Provost, and HR.
• Oversee the semiannual effort certification reporting process for faculty and staff, ensuring timely completion.
• 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 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

Attention to detail

Written communication

Verbal communication

Microsoft Office

Google Workspace

Confidential information handling

Multitasking

Team collaboration

Education

One-year certificate

Tools

OnBase

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.

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

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.

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.

Salary is up to $68,000, commensurate with experience. Applications due by November8,2026.

The University of Notre Dame seeks 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, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR60-741.5(a) and 41 CFR60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.