Library and Learning Commons Office Coordinator

Saint Mary's; Notre Dame, Northern (IN, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Saint Mary’s University in Notre Dame, IN is seeking an Office Coordinator to provide comprehensive administrative support for the Library & Learning Commons and related offices. The role ensures smooth day-to-day operations across multiple departments, maintaining records, managing budgets, and supervising student workers.

The ideal candidate will have a high school diploma, strong organizational and communication skills, and experience with Microsoft Office and Google Workspace.

Qualifications

• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Gmail, Google Calendar, Google Docs).
• Ability to learn and use integrated database systems such as Banner and Oracle.
• Excellent organizational, communication, and customer service skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy.
• Explain discretion and maintain confidentiality.

Responsibilities

• Serve as the primary point of contact for the Library & Learning Commons, greeting visitors and providing customer service.
• Provide administrative support to the Library Director, faculty librarians, Writing Center, Office of Student Success, and Accessibility Resources Office.
• Maintain departmental files, compose correspondence, order office supplies, and manage departmental mailboxes.
• Coordinate with campus departments to support daily operations.
• Assist with budget monitoring and maintaining financial records using spreadsheets.
• Process purchase orders, reimbursements, check requests, and departmental acquisitions.
• Coordinate meetings, events, guest speakers, and campus programming, including room reservations and catering.
• Assist with hiring workflow, scheduling, and timecard processing for student workers.
• Maintain library acquisitions records and oversee filing systems.
• Support the Accessibility Resources Office by maintaining accommodation request documentation.
• Prepare reports, maintain assessment records, and assist with instructional scheduling.

Education

High School Diploma or equivalent

Tools

Banner

Oracle

Job description

Description

The Library & Learning Commons Office Coordinator provides comprehensive administrative and operational support for the Library & Learning Commons, serving as a central resource for the Library, Writing and Tutoring Center, Office of Student Success, and Accessibility Resources Office. This position ensures the efficient day-to-day operation of multiple departments by coordinating administrative functions, supporting financial processes, assisting with events and programming, maintaining records, and supervising student workers. The successful candidate will possess strong organizational skills, excellent communication abilities, attention to detail, initiative, and the ability to manage multiple priorities while working independently.

Job Responsibilities

• Serve as the primary point of contact for the Library & Learning Commons by greeting visitors, responding to inquiries, and providing exceptional customer service.
• Provide administrative support to the Library Director, faculty librarians, Writing Center, Office of Student Success, and Accessibility Resources Office.
• Maintain departmental files, compose correspondence, order office supplies, and manage departmental mailboxes.
• Coordinate with campus departments, including Academic Affairs and the Registrar's Office, to support daily operations.
• Communicate website updates and content changes to the Marketing & Communications Office.
• Assist with monitoring departmental budgets and maintain accurate financial records using spreadsheets.
• Process purchase orders, reimbursements, check requests, and departmental acquisitions.
• Coordinate logistics for meetings, special events, guest speakers, and campus programming, including room reservations, catering, maintenance work orders, and key requests.
• Assist with hiring workflow, scheduling, and timecard processing for assigned student workers.
• Maintain library acquisitions records and oversee electronic and paper filing systems.
• Manage confidential student, faculty, and departmental records while ensuring accuracy and compliance.
• Support the Accessibility Resources Office by maintaining accommodation request documentation.
• Prepare reports, maintain departmental assessment records, record meeting minutes, and assist with instructional scheduling and document preparation.
• Perform other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Administrative, secretarial, or office support experience.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Gmail, Google Calendar, Google Docs).
• Ability to learn and use integrated database systems such as Banner and Oracle.
• Excellent organizational, communication, and customer service skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy.
• Ability to exercise sound judgment and maintain confidentiality.

Preferred Qualifications

• Experience working in a higher education environment.
• Experience with office management or administrative coordination.
• Familiarity with web content management and website maintenance.
• Experience supporting budgets, purchasing, and financial recordkeeping.
• Experience supervising or coordinating student employees.
• Experience maintaining confidential student or academic records.
• Strong problem-solving skills and the ability to work collaboratively across multiple departments.

Schedule

Full-time, 12-month position

Eligibility to Work

Applicants must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from the College, either now or in the future.