Programming & Operations Specialist | ONDISC

University of Notre Dame; Notre Dame (IN); On-site; USD 50,000 - 61,000; Full time

Job summary

The University of Notre Dame is seeking a Programming & Operations Specialist to support ONDISC's academic programming, student engagement, and experiential learning initiatives. You will coordinate high‑profile events, manage travel, oversee communications, and support daily operations, serving as a key contact for students, faculty, guests, and partners.

Preferred candidates have 1–2 years of relevant experience, excellent communication, strong organizational skills, and proficiency with

Qualifications

• 1–2 years of experience in program coordination, event planning, communications, or administrative operations.
• Excellent written and verbal communication, with the ability to engage professionally with students, faculty, distinguished guests, and external partners.
• Strong organizational and project management skills, with exceptional attention to detail and the ability to manage multiple priorities.
• Demonstrated initiative, sound judgment, problem‑solving skills, and ability to work independently and collaboratively.
• Proficiency in Microsoft Office, Google Workspace, Adobe Acrobat, and related administrative tools.
• Experience with budget tracking, expense reconciliation, and administrative processes.

Responsibilities

• Program, Conference & Event Management: Plan and execute ONDISC events, coordinate logistics, manage budgets and timelines, and arrange speaker visits.
• Marketing, Communications & Student Engagement: Develop marketing strategies, coordinate digital content, emails, and university campaigns, supervise a student intern.
• Student Supervision & Organizational Support: Recruit, train, and supervise student workers; onboard new staff; maintain documentation and processes.

Skills

Program coordination

Event planning

Communications

Administrative operations

Microsoft Office

Tools

Concur

Trello

FOAPAL

BCBS Global Solutions

Job description

Programming & Operations Specialist | ONDISC

• Full-time
• Division: Dean of Arts and Letters
• Job Subfamily: Program Delivery & Support - AA030
• Unit: ND International Security Program - 30124
• Job Family: Academic Aff

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!

The O'Brien Notre Dame International Security Center (ONDISC) is seeking a highly organized, collaborative, and proactive Programming and Operations Specialistto support the Center's academic programming, student engagement, and experiential learning initiatives. Working closely with ONDISC leadership, the Specialist will coordinate high-profile events, manage domestic and international travel, oversee communications and outreach, and support daily Center operations. This role serves as a key point of contact for students, faculty, distinguished guests, and external partners, helping advance ONDISC's mission and foster an engaged community around international security scholarship.

What is the O'Brien Notre Dame International Security Center?

Since 2008, the O'Brien Notre Dame International Security Center (ONDISC) has provided a forum for national security scholars at the University of Notre Dame and elsewhere to come together to explore the most pressing issues in national security policy.

Through research, teaching, and public affairs programming, ONDISC aims to connect policymakers and the public with the very best scholarship in the academy on issues of international security, broadly defined.

Key Responsibilities:

Program, Conference & Event Management

• Plan and execute ONDISC events, including the seminar series, academic workshops, fellows celebration, and annual student engagement activities.
• Coordinate event logistics, budgets, timelines, registration, and communications to ensure seamless execution.
• Manage campus visits for distinguished speakers and guests, including travel arrangements, itineraries, and meetings.

Marketing, Communications & Student Engagement

• Develop and implement marketing and social media strategies to increase ONDISC's visibility and student engagement.
• Coordinate digital content, email communications, and University‑wide campaigns, including ThinkND, Week@ND, and Notre Dame Day.
• Supervise a student marketing intern and manage event invitations, RSVPs, and student outreach.
• Collaborate with University and external marketing partners to ensure consistent branding and effective communications.
• Manage logistics for domestic and international experiential learning trips, including travel arrangements, itineraries, documentation, and participant communications.
• Coordinate travel health, safety, and risk management procedures, including Blue Cross Blue Shield Global Solutions.
• Provide occasional on‑site support for student trips and coordinate travel for approximately 5–6 seminar speakers each semester.

Student Supervision & Organizational Support

• Recruit, train, mentor, and supervise student workers.
• Coordinate onboarding for new staff, postdoctoral scholars, and associates.
• Maintain operational processes, documentation, and information‑sharing systems to ensure continuity and efficiency.

Required:

• 1–2 years of relevant experience in program coordination, event planning, communications, or administrative operations.
• Excellent written and verbal communication skills, with the ability to engage professionally with students, faculty, distinguished guests, and external partners.
• Strong organizational and project management skills, with exceptional attention to detail and the ability to manage multiple priorities.
• Demonstrated initiative, sound judgment, problem‑solving skills, and ability to work independently and collaboratively.
• Proficiency in Microsoft Office, Google Workspace, Adobe Acrobat, and related administrative tools.
• Experience with budget tracking, expense reconciliation, and administrative processes.

Preferred:

• Experience working in higher education, an academic center, or a similarly mission‑driven organization.
• Experience coordinating domestic and international travel, events, and student programming.
• Familiarity with Concur, Trello, FOAPAL/activity codes, and Blue Cross Blue Shield Global Solutions.
• Experience with social media, digital communications, and student supervision.

Application Deadline

November 11, 2026

Hiring Pay Range

Up to $55,000 annually, 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.