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University of Notre Dame · 1 day ago

Administrative Coordinator Political Science

Notre Dame, IN

Full-time

Onsite

Entry Level

$0/hr - $23/hr

1+ years exp

The University of Notre Dame is a vibrant, mission-driven community committed to fostering an environment of care. The Administrative Coordinator for the Department of Political Science will play a central role in daily operations, serving as the first point of contact and supporting various departmental functions and events.

EducationHigher EducationService Industry

Growth Opportunities

Responsibilities

Serve as the primary receptionist and first point of contact, providing friendly, professional assistance in person, by phone, and via email

Manage correspondence, mail, shipping/receiving, records, and departmental files in accordance with University policies

Oversee office supply ordering, inventory, and distribution, including department materials and graduation items

Provide basic technology and AV support for meetings and classrooms (Zoom, PowerPoint, conference room setup)

Support department meetings with on-site assistance, sign-ins, and vote tallying

Maintain office key records and submit facilities and maintenance requests

Assist with special projects and departmental initiatives as needed

Plan and support departmental events such as receptions, tailgates, lectures, and student engagement activities

Coordinate the annual commencement ceremony in collaboration with undergraduate leadership, including logistics, communications, materials, and on-site support

Assist with undergraduate programming such as guest speakers, information sessions, and special events

Order awards, plaques, gifts, and materials for recognition and senior events

Support committee meetings, classroom visits, and program lectures

Assist with faculty, visiting faculty, and postdoctoral paperwork, including immigration-related documentation

Support faculty searches by scheduling interviews and assisting with onboarding

Prepare and process expense reports, reimbursements, honoraria, and travel arrangements

Maintain and update the department website with news, events, faculty profiles, and announcements

Serve as the primary contact for website inquiries and recommend content improvements

Draft and distribute departmental communications as needed

Provide administrative support to undergraduate leadership and coordinators

Assist with internships, certificates, events, newsletters, and student communications

Support budget tracking and payment processing for undergraduate programs

Provide flexible administrative assistance to department leadership, program directors, and coordinators across undergraduate and graduate programs

Qualification

Administrative experienceOrganizational skillsCommunication skillsWordExcelService-oriented attitudeGrammar knowledgeSelf-motivatedConfidentialityCollaborative work