Mathematics Department Operations Lead

University of Notre Dame; Notre Dame (IN); On-site; USD 75,000 - 110,000; Full time

Job summary

The University of Notre Dame is seeking a Department Manager to provide comprehensive administrative, financial, and operational support to the Department Chair and oversee day-to-day functions in the Mathematics department. This role includes managing budgets, grant administration, facilities oversight, and staff supervision.

Operating with limited direction, you will implement efficient processes, ensure policy compliance, and collaborate with faculty, College leadership, and University

Qualifications

• Two or more years of relevant administrative, financial, or operational experience.
• Strong communication, organizational, and interpersonal skills.
• Willingness to learn and adapt to current administrative policies and procedures.
• Foundational knowledge of accounting, budgeting, purchasing, and financial management.
• Ability to work independently, exercise sound judgment, solve problems, and manage competing priorities under pressure.
• Strong attention to detail and ability to handle confidential financial, personnel, and faculty information.

Responsibilities

• Oversee departmental administrative operations and develop processes to improve efficiency and consistency.
• Develop, manage, and forecast operating and restricted budgets in collaboration with the Dean’s Office.
• Partner with Research and Sponsored Programs Administrators (RSPAs) and Principal Investigators (PIs) on grant management, expenditures, purchasing, and funding questions.
• Review departmental operating and revenue-generating budgets quarterly with the Dean and Director of Finance.
• Manage facilities and space for Hurley Hall and the Hayes-Healy Center, coordinating maintenance, repairs, and renovations with University partners.
• Work with the Department Chair to coordinate faculty recruitment, candidate interviews and visits, hiring, immigration processes, and postdoctoral appointments.
• In collaboration with the Department Chair, administer faculty reappointment, tenure, and promotion processes, ensuring required documentation and deadlines are met.
• Participate in the hiring, training, and professional development of non-exempt staff and provide oversight of administrative support functions.
• Oversee the department website and coordinate updates to maintain accurate information.
• Serve as a liaison among faculty, staff, College leadership, and University offices to resolve issues and coordinate administrative processes.
• Apply University policies and procedures while maintaining confidentiality and ensuring accurate, timely completion of departmental responsibilities.
• Maintain knowledge of departmental procedures and provide administrative support across undergraduate and graduate functions as needed.

Skills

Administrative experience

Financial management

Organizational skills

Interpersonal skills

Communication skills

Problem solving

Tools

Microsoft Office

Adobe Acrobat

Google Workspace

Job description

The University of Notre Dame is seeking a Department Manager to provide comprehensive administrative, financial, and operational support to the Department Chair and oversee day-to-day functions in the Mathematics department. This role includes managing budgets, grant administration, facilities oversight, and staff supervision.

Operating with limited direction, you will implement efficient processes, ensure policy compliance, and collaborate with faculty, College leadership, and University