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University of Notre Dame
The University of Notre Dame () is accepting applications for a Sr. Administrative Assistant.
Applications will be accepted until 8/7/2023.
Are you…
- Meticulous with details?
- A problem solver?
- A strategic thinker?
- A self-starter that thrives independently and in a team environment working with senior managers?
- A lifelong learner who likes a good challenge from time to time?
The Hesburgh Libraries of the University of Notre Dame is looking for an experienced and energetic professional to join our team in the role of Senior Administrative Assistant. This position works as part of the Office of the Dean, Hesburgh Libraries, providing executive-level support to ensure efficient, effective operations for members of the Executive Team; as well as assisting in daily office needs for the Dean’s Office and administrative support teams. The ideal candidate for this position will demonstrate strong organizational skills with the ability to multi-task, and excellent written and verbal communication skills. Working with a broad range of stakeholders across campus requires this position to have considerable trust, discretion, judgment, flexibility, and diplomacy.
Essential Duties & Responsibilities:
- Provides administrative support for the Office of the Dean of Hesburgh Libraries, including the Dean, two Associate University Librarians, and other executive leadership.
- Manages multiple calendars on behalf of the Hesburgh Libraries Executive Team members, carefully and strategically.
- Organizes and manages local, domestic, and international business travel, including creating detailed online and print travel itineraries, organizing conference materials, and managing follow-up and expense reporting from various off-site engagements.
- Schedules meetings, prepares correspondence and supports project work.
- Participates in team meetings and is involved in shared goals and objectives to support the mission of the team, and special projects as assigned to support the mission and vision of the Hesburgh Libraries.
- Maintains document management.
- Serves as the primary customer service representative for visitors, patrons, and fellow Library employees coming to or calling the Office of the Dean.
- Maintains the website presence for the Office of the Dean.
- Serves as the backup for special ordering in the procurement system (BuyND) and reviewing records in our travel/ProCard system (Concur/TravelND);
- Serves as the backup for the Dean’s Executive Administrator.
Provide Additional Administrative Support for Members of the Executive Team:
- For the Talent Team: using the process for redaction of candidate materials, manages and schedules candidate on-campus visits including travel arrangements, hotel and meal reservations, reimbursement reports, and calendar invites.
- For the Communications and Marketing Team: fulfills promotional products and manages inventory.
- For the Finance Team: manages meetings, orders supplies, and helps with inventory control
- Other executive activities as delegated by the Executive Administrator (i.e. for events and projects).
Manages All Aspects of the Library Student Employee Hiring Process:
- Acts as primary contact for hiring managers for student employment-related questions and guidance
- Manages all library student applications in Qualtrics
- Sets up student payroll records for all library newly hired students
- Hires and manages student assistants for the Office of the Dean of Hesburgh Libraries
Minimum Qualifications:
- Bachelor’s Degree in Business or a related field.
- One to two years of relevant experience in related fields.
- Demonstrates strong experience with multiple computer software programs such as MS Office, Google Suite, content management systems, and e-communications platforms.
- Working knowledge of office equipment, such as printers and scanners.
- Pays attention to detail and strong problem-solving skills.
- Performs well under pressure.
- Has excellent time management skills and a proven ability to prioritize work.
- Has a proven ability to communicate and work effectively with diverse audiences, populations, and languages that reflect the University’s commitment to diversity, equity, and inclusion.
- Enjoys and excels in collaborative environments.
- Has experience with cross-functional teams and working with people at all levels of an organization.
Preferred Qualifications:
- Knowledge of Adobe Creative Suite, a plus.
ABOUT NOTRE DAME:
The University of Notre Dame, founded in 1842 by Rev. Edward F. Sorin, C.S.C., of the Congregation of Holy Cross, is an independent, national Catholic university located in Notre Dame, Ind. For the fifth consecutive year, the University of Notre Dame has received Honor Roll distinctions as one of the top 10 higher education workplaces in the country in the Chronicle of Higher Education’s annual “Great Colleges to Work For” survey…and we are proud of it!
This appointment is contingent upon the successful completion of a background check. Applicants will be asked to identify all felony convictions and/or pending felony charges. Felony convictions do not automatically bar an individual from employment. Each case will be examined separately to determine the appropriateness of employment in the particular position. Failure to be forthcoming or dishonesty with respect to felony disclosures can result in the disqualification of a candidate. The full procedure can be viewed at https://facultyhandbook.nd.edu/?id=link-73597.
Equal Opportunity Employment StatementThe 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 those candidates attracted to a university with a Catholic identity. 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).
APPLICATION PROCESS:
Please apply online at to Job # . For additional information about working at the University of Notre Dame and various benefits available to employees, please visit . The University of Notre Dame supports the needs of dual career couples and has a Dual Career Assistance Program in place to assist relocating spouses and significant others with their job search.
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