Senior Operations Coordinator, Washington D.C.

SmartRecruiters, Inc.; Washington (District of Columbia); On-site; USD 41,000 - 83,000; Full time

Job summary

University of Notre Dame in Washington, DC, is seeking a Senior Operations Coordinator to manage office operations, events, and student engagement within the Keough School Washington Office. The role reports to the Executive Director and supports faculty policy activities with logistics, budgeting, and participant coordination in a dynamic academic environment.

The position requires a bachelor’s degree, 1–2 years in related roles, strong communication, and excellent organizational skills.

Qualifications

• Bachelor’s degree required.
• 1–2 years of experience in office management, event coordination, or program administration.
• US work authorization required.
• Strong organizational skills and attention to detail.
• Excellent written and oral communication.
• Proactive, self-directed, able to anticipate needs.
• Comfort with in-person, logistical work.
• Proficiency with Microsoft Office, Google Suite, and calendar/booking systems.

Responsibilities

• Serve as first point of contact for visitors and guests via phone and in person.
• Respond to inquiries and direct requests to faculty and staff.
• Manage mail, packages, and office deliveries.
• Coordinate office space, furniture, and equipment maintenance.
• Collaborate with administrative units on main campus as needed.
• Create and manage the annual office budget with Senior Manager and Executive Director.
• Provide logistical support for courses and student programs in Washington, DC.

Skills

Organization skills

Attention to detail

Written communication

Oral communication

Proactive work style

MS Office & Google Suite

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Job description

Senior Operations Coordinator, Washington D.C.

• Full-time
• Division: Keough School of Global Affairs
• Job Subfamily: Program Delivery & Support - AA030
• Unit: Keough School of Global Affairs - 36003
• 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 Keough School of Global Affairs advances integral human development through research, policy and practice; transformative educational programs; and partnerships for global engagement. Through our commitment to integral human development, we seek solutions in ways that promote the common good and prioritize the needs of the most vulnerable and marginalized. The Keough School Washington Office plays a crucial role in our policy impact work by connecting our faculty and students with policymakers and practitioners. Together, we build relationships and facilitate the exchange of ideas that will make a difference for the world’s most vulnerable people.

The Senior Operations Coordinator is the operational foundation of the Keough School Washington Office. By owning the logistics, systems, and administrative functions of the office and its programs, the Operations Coordinator plays a direct role in ensuring the efficient operations of the office, and serving as the primary point of contact for visitors and guests. The Operations Coordinator reports to the Executive Director, and works closely with colleagues in the Keough School Dean’s Office and in the Keough School institutes and centers.

This role is ideal for a highly organized, proactive professional who takes genuine pride in operational excellence and finds satisfaction in being the person who makes things work. Work will occasionally be required on evenings and weekends for events or student activities. This is a full-time, in-person position based in Washington, D.C.

Key Responsibilities

Office Management

• Serve as first point of contact for visitors and guests via the main phone line and in person
• Respond to general inquiries and direct requests to appropriate faculty and staff
• Manage mail, packages, and office deliveries
• Order and maintain stock of supplies, event materials, and promotional literature
• Serve as primary liaison to vendors and service/maintenance contractors; and ensure timely payments
• Coordinate office space, furniture, and equipment maintenance, repair, or replacement
• Collaborate with relevant administrative units on the main campus as needed
• Create, track, and manage the annual office budget in coordination with the Senior Manager and the Executive Director

Student Engagement Support

• Provide logistical support for up to three courses per year, including the Washington Program global affairs seminar, a Visiting Professor of the Practice elective, and the MGA DC Immersion course
• Provide logistical coordination and in-person support for two weeklong student immersion programs annually: the MGA DC Immersion trip and the undergraduate career trek
• Support the on-the-ground execution of experiential learning and professional development opportunities for Keough students in Washington, D.C., including career panels, networking events, workshops, and cultural excursions
• Serve as the primary Washington Office point of contact for students during programming

Policy Engagement Logistics and Coordination

• Schedule events and manage facility bookings; arrange catering and other vendors for office events
• Coordinate guest travel, accommodations, and itineraries
• Manage RSVPs, contact acquisition, and guest communications
• Oversee all technology and A/V needs during events, with support from campus IT
• Produce event materials using communications-provided templates
• Provide on-site event staffing incluidng the set up and break down of furniture, wall configurations, and A/V equipment for classes, events, and meetings
• Serve as liaison to staff in other university units co-organizing DC engagements with the Washington Office and works with them to ensure that each event receives adequate support in planning and execution.
• Act as the point person in coordinating visits to campus by policy experts and partners
• Provide logistical support for other faculty policy engagement activities
• Maintain documentation and knowledge management for event best practices

Contact Database Management

• Maintain and update the Washington Office's CRM/contact database in coordination with the on-campus communications team
• Track contact and organizational engagement data to support the outreach and engagement work led by the Executive Director
• Maintain accurate and up-to-date database records of Keough School and Notre Dame alumni working in international development and foreign policy

Administrative Support

• Support the Executive Director with scheduling, file management and note-taking during meetings
• Assist with expense report submission and reconciliation support as needed

Minimum Qualifications

• Bachelor’s degree (4 years)
• 1-2 years of relevant experience in office management, event coordination, or program administration
• Work Authorization in the United States
• Skills and Experience:
  • Strong organizational skills and exceptional attention to detail
  • Excellent written and oral communication skills
  • Proactive, self-directed work style with the ability to anticipate needs and solve problems independently
  • Comfort with in-person, logistical, and hands-on work
  • Proficiency with Microsoft Office, Google Suite, and calendar/booking systems

Preferred Qualifications

• Familiar with the Washington DC area and landscape
• Interest in global affairs, international development, or foreign policy

Work Environment & Physical Demands

• Ability to lift small furniture and move throughout the office to support events and meetings.
• Flexibility to work occasional early mornings, evenings, or weekends as needed.

Compensation

Starting at $30/hour

The position will be accepting applications until October 11, 2026.

A resume and cover letter are required to be considered for the position

Work authorization in the United States is required to be considered for this position

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.