Department Coordinator | Art, Art History, & Design

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

Job summary

The University of Notre Dame's Department of Art, Art History, and Design seeks an organized, proactive Department Coordinator to support faculty, staff, students, and academic programs. The role provides administrative support to the Department Chair and faculty across studio art, art history, and design.

This position manages budgets, purchasing, employment, building operations, and academic program support, requiring strong organization, attention to detail, sound judgment, and the ability to

Qualifications

• 1–2 years of administrative or related professional experience.
• Strong organizational and time‑management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and ability to learn university administrative systems.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and respond effectively to interruptions.
• Professional, service‑oriented approach when working with faculty, staff, students, and campus partners.
• Ability to work independently, exercise sound judgment, and solve routine problems.

Responsibilities

• Budget & Financial Administration: monitor and reconcile departmental accounts, expenses, and financial activity.
• Process reimbursements, honoraria, check requisitions, and other payments.
• Assist faculty and staff with budget systems, travel, purchasing, and related policies.
• Prepare budget forecasts and the department’s annual non‑regular budget submission.
• Track funding and expenditures for BFA student awards.
• Faculty & Personnel Administration: coordinate processes related to hiring, appointments, renewals, leaves, tenure, and promotion.
• Support hiring of adjunct faculty and teaching scholars.
• Coordinate visa‑related processes for international faculty.
• Maintain confidential personnel records and documentation.
• Serve as a liaison with the Dean’s Office, Provost’s Office, and other university offices.
• Department Operations & Purchasing: work with campus partners on building maintenance and service needs.
• Purchase materials, equipment, and supplies for Studio Art and Design.
• Coordinate purchasing needs for adjunct faculty and graduate students.
• Manage departmental keys and building access needs.
• Academic Program & Student Support: assist undergrad and grad students with registration, eForms, overrides, and other processes.
• Support administrative needs related to study abroad courses.
• Maintain graduate student stipend information.
• Assist with major advising coordination.
• Provide administrative support for program meetings, student activities, and the annual graduation reception.
• Student Employment & General Administrative Support: post student employment opportunities and process hiring requests.
• Assist with student employee onboarding and approve hours.
• Prepare reports, maintain records, and provide general administrative support to the department.

Skills

Administrative experience

Organizational skills

Communication skills

MS Office proficiency

Attention to detail

Multitasking

Independent work

Tools

Microsoft Office Suite

Job description

• Full-time
• Division: Dean of Arts and Letters
• Job Subfamily: Administrative Operations - UO004
• Unit: Art, Art History, and Design - 30025
• Job Family: University Operations

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 Department of Art, Art History, and Design is seeking an organized, proactive, and service-oriented Department Coordinator to support the department’s faculty, staff, students, and academic programs.

The Department Coordinator provides administrative support to the Department Chair and faculty across studio art, art history, and design. The department includes approximately 20 full‑time faculty, 4 concurrent faculty, and 10 staff members working across multiple campus locations.

This position manages a broad range of departmental functions, including budgets and purchasing, faculty and student employment, building operations, and academic program support. The role requires strong organization, attention to detail, sound judgment, and the ability to manage multiple priorities.

Key Responsibilities

Budget & Financial Administration

• Monitor and reconcile departmental accounts, expenses, and financial activity
• Process reimbursements, honoraria, check requisitions, and other payments
• Assist faculty and staff with budget systems, travel, purchasing, and related policies
• Prepare budget forecasts and the department’s annual non‑regular budget submission
• Track funding and expenditures for BFA student awards

Faculty & Personnel Administration

• Coordinate administrative processes related to faculty hiring, appointments, renewals, leaves, tenure, and promotion
• Support hiring of adjunct faculty and teaching scholars
• Coordinate visa‑related processes for international faculty
• Maintain confidential personnel records and documentation
• Serve as a liaison with the Dean’s Office, Provost’s Office, and other university offices

Department Operations & Purchasing

• Work with campus partners on building maintenance and service needs
• Purchase materials, equipment, and supplies for Studio Art and Design
• Coordinate purchasing needs for adjunct faculty and graduate students
• Manage departmental keys and building access needs

Academic Program & Student Support

• Assist undergraduate and graduate students with registration, eForms, course overrides, and other academic processes
• Support administrative needs related to study abroad courses
• Maintain graduate student stipend information
• Assist with major advising coordination
• Provide administrative support for program meetings, student activities, and the annual graduation reception

Student Employment & General Administrative Support

• Post student employment opportunities and process hiring requests
• Assist with student employee onboarding and approve hours
• Prepare reports, maintain records, and provide general administrative support to the department

Qualifications

Required

• 1–2 years of administrative or related professional experience
• Strong organizational and time‑management skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office and ability to learn university administrative systems
• Strong attention to detail and accuracy
• Ability to manage multiple priorities and respond effectively to interruptions
• Professional, service‑oriented approach when working with faculty, staff, students, and campus partners
• Ability to work independently, exercise sound judgment, and solve routine problems

Preferred

• Administrative experience in higher education or a similar environment
• Familiarity with university administrative, financial, or academic systems
• Experience supporting an academic department or multiple stakeholders
• Interest in or familiarity with art, art history, design, or related fields

Additional Information

Application Deadline: September 18, 2026.

Hiring Pay Range: Up to $23/hour.

Required Application Materials: A resume and cover letter are required to be considered for this position.

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.