Senior Administrative Assistant | Hesburgh Libraries

University of Notre Dame; Notre Dame (IN); On-site; USD 28,000 - 33,000; Full time

Job summary

The University of Notre Dame's Hesburgh Libraries seeks a Senior Administrative Assistant to provide executive-level support to the Edward H. Arnold Dean and VP; manages front-line inquiries and supports day-to-day office operations.

Based in the Dean's Office, responsibilities include calendar management, travel planning, event coordination, budget tracking, and collaboration with academic stakeholders. Deadline Oct 20, 2026; pay up to $24/hour.

Qualifications

• 1–2 years of administrative/office experience.
• Strong customer service and relationship-building skills.
• Excellent written and verbal communication.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Office and Google Suite.
• Experience with scheduling and event support preferred.

Responsibilities

• Manage calendars for the Dean and three Associate Deans.
• Coordinate travel, itineraries, and expense reimbursements.
• Support event logistics, space reservations, catering and budgets.
• Assist with office operations, supplies, inventory, and promotional items.

Skills

Customer service

Interpersonal skills

Organization

Microsoft Word

Microsoft Excel

Google Workspace

Communication skills

Problem solving

Tools

Microsoft Word & Excel

Job description

Senior Administrative Assistant | Hesburgh Libraries

• Full-time
• Division: Dean of Hesburgh Libraries
• Job Subfamily: Administrative Operations - UO004
• Unit: Hesburgh Libraries - 28120
• Job Family: University Operations

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 Senior Administrative Assistant, based in the Office of the Dean of the Hesburgh Libraries, provides executive-level administrative support to the Edward H. Arnold Dean and Vice President and Associate Provost, and to the Libraries’ Associate Deans. The Senior Administrative Assistant serves as the primary point of contact for visitors, patrons, and Library employees who contact or visit the Office of the Dean, providing responsive and professional front-line support. This role supports established administrative workflows and the timely and accurate execution of office processes to ensure effective day-to-day operations. This role also supports the planning and execution of events for the Hesburgh Libraries, including calendar management, space reservations, catering and food orders, and budget tracking.

Key Responsibilities

Administrative Support for Dean, Hesburgh Libraries and Associate Deans

Calendar management for the Edward H. Arnold Dean of the Hesburgh Libraries and three Associate Deans. Manages calendars, scheduling, and project timelines in a complex and fast-paced environment. Coordinates travel arrangements, prepares detailed itineraries for speaking engagements and conference travel, and prepares expense reimbursements.

Event Operations and Program Support

Supports the External Relations and Strategic Events Program Director with event-related logistics, including calendar coordination, space reservations, catering and food orders, and budget tracking. The position collaborates with the Faculty Workforce Operations Associate to support academic programming events and programs as needed.

Office Operations, Inventory, and Meeting Space Coordination

Provides meeting management, orders supplies for the Dean’s Office, tracks budget and spending, and supports inventory control for events and special projects. Assists with the fulfillment of promotional products and inventory management to support the communications team.

Key Attributes for Success

• Agility & Flexibility: Highly flexible with a proven willingness to pivot strategies and shift focus when needed to meet the evolving demands of the department.
• Ability to Thrive in a Fast-Paced Environment: Enjoys and excels in navigating fast-paced work, maintaining accuracy and professionalism even under tight deadlines or changing circumstances.
• Service Mindset: Presents a welcoming, helpful demeanor as the visible face of the Hesburgh Libraries Dean’s Office to students, faculty, and visitors.
• Collaborative Orientation: Fosters open communication and collaborative problem-solving; thrives in cross-functional team environments.

Minimum Qualifications

• Experience: 1 to 2 years, including at least one year of experience working in an administrative, office-oriented role, preferably with planning or scheduling responsibilities
• Strong customer service, interpersonal, and relationship-building skills
• Excellent written and verbal communication skills
• Excellent organizational skills and attention to detail
• Problem-solving skills
• Proficiency with the Microsoft suite of applications, in particular Microsoft Word and Excel, the Google suite of applications, and general computer literacy

Preferred Qualifications

• Two years of work experience in higher education
• Experience working with academic stakeholders, including faculty, staff, or students

Application Deadline

October 20, 2026

Hiring Pay Range

Up to $24/hour, commensurate with experience

Required Documents

Resume & Cover Letter

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.