Operations & Events Coordinator

SmartRecruiters, Inc.; Notre Dame (IN); On-site; USD 59,000 - 72,000; Full time

Job summary

The University of Notre Dame is seeking an RE Operations & Events Coordinator to support programs, partnerships, grants, events, and day-to-day operations of Research Engagement. You will report to the Director of Research Engagement Strategy and Implementation and collaborate with senior staff to ensure successful coordination and delivery.

Responsibilities include grant administration, meeting planning, event logistics, calendar management, and preparing reports for internal and external

Qualifications

• BA Degree with 3 years of relevant experience or AA Degree with 5 years of relevant experience.
• Demonstrated project management skills and the ability to coordinate multiple projects and priorities.
• Experience planning and coordinating events involving multiple organizations or stakeholder groups.
• Experience managing executive calendars and coordinating complex schedules.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate administration and implementation of Research Engagement’s community research grants and develop online application forms.
• Plan and coordinate meetings, community convenings, programs, events, and activities involving faculty, staff, students, partners, and external stakeholders.
• Coordinate event logistics including scheduling, room setup, catering, and follow-up communication.
• Manage complex scheduling for Research Engagement leadership and coordinate across campus and community organizations.
• Prepare materials, take notes, track follow-up items, and communicate next steps.

Skills

Project management

Event planning

Calendar management

Written and verbal communication

Microsoft Office

Google Workspace

Education

BA Degree

AA Degree

Tools

Calendaring systems

Microsoft Office

Google Workspace

Job description

• Job Subfamily: Prgrm Admin_Business/Science - AA007
• Job Family: Academic Aff

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 Research Engagement (RE) Operations & Events Coordinator plays a pivotal role in supporting the programs, partnerships, grants, events, and day‑to‑day operations of Research Engagement. Reporting to the Director of Research Engagement Strategy and Implementation (DRESI), the Coordinator works closely with the Senior Executive Director, Director of Community Health and Clinical Partnerships, Assistant Directors, Program Managers, and student workers to ensure programs and initiatives are thoughtfully coordinated and effectively implemented.

This position serves as a key organizational partner for the Research Engagement team, coordinating community research grant activities, supporting complex events and convenings, managing operational processes, and providing high-level administrative and project coordination. The Coordinator will work across campus and community networks, building strong relationships with a wide range of stakeholders while managing multiple priorities and timelines.

Key Responsibilities

• Coordinate the administration and implementation of Research Engagement’s community research grants, including communicating funding opportunities to campus and community stakeholders, developing and managing online application forms, monitoring award funds, tracking project progress, and providing ongoing project coordination and support.
• Plan and coordinate meetings, community convenings, programs, events, and other activities involving faculty, staff, students, community partners, and external stakeholders.
• Coordinate event logistics, including scheduling, room reservations, room setup and tear‑down, catering, calendar invitations, materials, documentation, and follow‑up communication.
• Manage complex scheduling and calendaring needs for Research Engagement leadership, including the Senior Executive Director, while coordinating meetings across multiple campus and community organizations.
• Support the planning and coordination of team meetings, including scheduling, preparing materials, participating in meetings, documenting meeting notes, tracking follow‑up items, and communicating next steps.
• Maintain accurate records, databases, spreadsheets, and tracking systems to support Research Engagement programs, grants, events, and operational activities.
• Prepare reports, summaries, presentations, and other materials for internal and external audiences and maintain websites and other general communication tools.
• Coordinate conference and business travel for Research Engagement staff, including travel arrangements, documentation, and reimbursement processes.
• Provide general purchasing and financial administration support, including processing purchases, tracking expenses, monitoring budgets, running financial reports, and maintaining appropriate documentation.
• Coordinate administrative aspects of staff searches and hiring processes, including support for temporary and student hiring.
• Maintain office operations by coordinating supplies, equipment, facilities, and maintenance needs and helping create a welcoming, organized, and inviting environment for staff, faculty, students, and community partners.
• Exercise sound judgment, discretion, and confidentiality when handling sensitive information and communications.
• Perform other duties and responsibilities as assigned by Research Engagement leadership.

Qualifications

• BA Degree and 3 years of relevant experience; or AA Degree and 5 years of relevant experience.
• Demonstrated project management skills and the ability to coordinate multiple projects, timelines, and priorities.
• Experience planning and coordinating events involving multiple organizations or stakeholder groups.
• Experience managing executive calendars and coordinating complex schedules.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, Google Workspace, and calendaring or scheduling systems.
• Experience with financial administration, including purchasing, financial reporting, expense tracking, or budget monitoring.
• Experience in maintaining data, creating forms, and managing organizational records.
• Demonstrated ability to work effectively with a diverse range of stakeholders in a professional and collaborative manner.
• Excellent organizational skills and attention to detail.
• Ability to work effectively as part of a team while independently managing assigned responsibilities.
• Ability to manage multiple priorities, adapt to changing circumstances, and meet deadlines in a dynamic environment.
• Demonstrated ability to maintain confidentiality and exercise a high level of discretion.

Preferred qualifications

• Bachelor’s degree and three or more years of professional experience in higher education.
• Experience supporting/working with research grants, sponsored programs, community‑engaged research, or research‑related programs.

Additional Information

• This position is primarily in‑person and will be expected to work on campus at least four days per week, with the potential for one remote workday.
• A valid driver’s license is required.
• Please provide a cover letter with your application.
• Salary up to $65,000, 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.

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