Administrative Coordinator (Temporary)

Position Information

Position Information

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Job Title Administrative Coordinator (Temporary) Job Description

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The College of Arts and Letters is searching for someone to join our team as an Administrative Coordinator for the University Writing Program. The Writing Program at the University of Notre Dame supports the development of excellent writing and speaking skills by offering writing courses, tutorials, and individual consultations for all members of the University community—students, staff, and faculty. This is a temporary position covering for a staff member who is on leave with an anticipated end date of June 1, 2023. There may be opportunity to extend the position, based on departmental needs.

This position is a key role within the department. The Administrative Coordinator is primarily responsible for all the event planning and logistical needs of the department. The position coordinates and provides administrative, organizational, and clerical support to staff, faculty and students in the University Writing Program.

Reporting to the Director of the University Writing Program, the Administrative Coordinator has the essential duties and responsibilities of:

Assists in prioritizing tasks

Manages logistics for faculty recruiting

Prepares and manages regular faculty appointment and on-boarding as well as faculty review/renewal/promotion process

Prepares and manages non-regular and concurrent faculty appointments

Prepares and manages postdoctoral appointments

Ensures graduate student tutor hiring process and hiring process of approximately 50 undergraduate tutors

Assists director to enable teaching and service responsibilities, and Program development

Monitors and tracks expenditures

Facilitate classroom change requests

Collect and maintain electronic files of intellectual property

Assist with mid-term evaluation process of graduate student instructors

Provide a variety of scheduling assistance to UWP; Coordinate and monitor common-use adjunct and graduate student instructor office space as well as writing tutorial TA session space

Schedule meetings, events, and rooms used by instructors for extra- curricular use

Oversees department's physical spaces

Works with College dean's office to manage office assignments and provisioning

Assures effective faculty and postdoctoral on-boarding

Orders and oversees payment for major office expenses

Support special groups and projects

Provides other support including communications, electronic recordkeeping, and database management

This is a temporary position covering for a staff member who is on leave with an anticipated end date of June 1, 2023. There may be opportunity to extend the position, based on departmental needs.

Minimum Qualifications

Associate's degree or up to 3 years of college or a technical school

1-2 years of administrative experience

Preferred Qualifications

Strong interpersonal skills and service orientation

Ability to organize and priortize a diverse workload in a busy enviornment

Ability to handle multiple tasks and frequent interuptions effectively

Excellent oral and written communication skills

Accuracy and attention to detail

Ability to function as a member of a team to fulfill the team's responsibilities

Proficiency in the use of the Internet, email, business software (word processing, spreadsheet, database, calendar, google drive environment)

Ability to learn a variety of University systems to include, but not limited to: All Resource Planning, FileMaker Pro database, On-Base Faculty Information system, Interfolio, Ultra Time (payroll approval), CourseLeaf Scheduling, Student and Faculty Jobs, Student schedules, Concur, buyND, Aim, GLEZ, website maintenance

Special Instructions to Applicants Department Univ Writing Program (30090) Department Website https: // writing.nd.edu/ Family / Sub-Family General Admin / Dept Admin Career Stream/Level Temporary Department Hiring Pay Range Up to $22/hr Pay ID Bi-Weekly FLSA Status T1 - Non-exempt Temp/On-call Hourly Job Category Temporary Job Type Temporary Schedule: Days of Week & Hours

Monday – Friday 8:00 AM – 5:00 PM Approximately 30 hours per week

Schedule: Hours/Week 30 Schedule: # of months 4

Posting Detail Information

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 is committed to building a culturally diverse workplace. We strongly encourage applications from female and minority candidates and others that will enhance our community. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).

Posting Detail Information

Job Posting Date (Campus) 01/13/2023

Job Posting Date (Public) 01/13/2023 Job Closing Date 01/27/2023 Posting Type Open To All Applicants Posting Number S23620 Quick Link for Internal Postings https: // jobs.nd.edu/postings/29382

Supplemental Questions

Required fields are indicated with an asterisk ().

Do you have at least 1 to 2 years of administrative office experience?

Yes

No

Do you have a high school diploma or GED?

Yes

No

Will you now or in the next 10 years require visa sponsorship to work at Notre Dame?

Yes

No

Documents Needed to Apply

Required Documents

Resume

Optional Documents

Cover Letter