Senior Administrative Assistant | Hesburgh Libraries

University of Notre Dame; Notre Dame (IN); On-site; USD 27,000 - 39,000; Full time

Job summary

The University of Notre Dame, based in Notre Dame, IN, seeks a Senior Administrative Assistant to provide executive-level support to the Dean of the Hesburgh Libraries and leadership team. The role includes front-line inquiries, calendar management, travel planning, and budget tracking for the office.

Responsibilities extend to coordinating events, managing space and catering, and supporting library programming. A bachelor’s degree and 1–2 years in an administrative role are required.

Qualifications

• Bachelor’s degree required.
• 1–2 years in administrative/office role preferred.
• Strong customer service and communication skills.
• Excellent written and verbal communication and attention to detail.
• Proficiency with Microsoft Office and Google Suite.

Responsibilities

• Provide executive-level administrative support to the Dean and Library leadership.
• Manage calendars, travel itineraries, and expense reimbursements.
• Assist with events planning, space reservations, catering, and budget tracking.
• Support office operations, inventory, and meeting space coordination.
• Collaborate with cross-functional teams to ensure smooth office workflows.

Skills

Customer service

Interpersonal skills

Relationship-building

Communication

Organizational skills

Problem-solving

MS Office

Education

Bachelor’s degree

Tools

Microsoft Word

Excel

Google Suite

Job description

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!

Job Description

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.

Qualifications

Minimum Qualifications

• Bachelor’s degree
• 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

Additional Information

Application Deadline: October 20, 2026

Hiring Pay Range: Up to $24/hour, commensurate with experience

Required Documents: Resume & Cover Letter

The University of Notre Dame seeks 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, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.