Administrative Assistant and Office Manager
Job Description
Job Title
Administrative Assistant and Office ManagerJob Description
Join a dynamic team at a pivotal moment in Notre Dame’s history!
Are you passionate about advancing ethics and the common good? Do you thrive in a collaborative environment and want to contribute to a major University priority? If so, consider applying to be the Administrative Assistant and Office Manager for the Institute for Ethics and the Common Good (ECG)—the administrative hub of Notre Dame’s Ethics Initiative (EI).
Are you passionate about advancing ethics and the common good? Do you thrive in a collaborative environment and want to contribute to a major University priority? If so, consider applying to be the Administrative Assistant and Office Manager for the Institute for Ethics and the Common Good (ECG)—the administrative hub of Notre Dame’s Ethics Initiative (EI).
The Ethics Initiative, a key part of Notre Dame’s new Strategic Framework, is a cross-campus effort to establish the University as a leader in ethics research, providing exceptional training for future ethicists and ethical leaders. Our mission extends to enhancing public understanding of the most pressing ethical challenges of our time.
As the Administrative Assistant and Office Manager (AAOM), you will be the welcoming face of the ECG, ensuring guests, faculty, and staff are greeted, oriented, and supported. This role provides essential administrative support to the faculty director and managing director, including managing complex schedules, coordinating travel, preparing executive-level documents, and responding promptly to requests. You will also assist three additional ECG leaders as needed and oversee the ECG’s annual calendar, which includes fellowships, retreats, research activities, and events.
This position is often the first point of contact with faculty, university leadership, and external partners, including corporate, foundation, nonprofit, and industry leaders. You will also manage daily office operations, provide technology support, research and implement project management tools, and liaise with key campus partners such as OIT, Campus Safety, and Building Services. In addition, you will support faculty seminars and signature events hosted by the Institute and take on special projects as assigned by leadership.
To succeed in this role, you must be highly organized, team-oriented, and adaptable to a fast-paced environment, while maintaining exceptional hospitality and discretion.
What You’ll Do!
Administrative Support (60%)
- Serve as the first point of welcome and hospitality for visitors and ECG affiliates.
- Coordinate and manage complex calendars for the faculty director and managing director, while supporting the administrative needs of the leadership team.
- Maintain the ECG annual calendar, including seminars, retreats, community events, and other key initiatives.
- Manage sensitive information with strict confidentiality.
- Organize and document meetings, including partner meetings, staff meetings, and high-profile stakeholder engagements.
- Maintain and organize ECG’s Google Drive, ensuring efficient access to documents and processes across teams.
- Research, implement, and maintain project management tools for the ECG.
- Plan and arrange travel itineraries for ECG leaders, faculty, and visiting scholars.
- Complete additional tasks as assigned by the faculty or managing directors.
Office Management (30%)
- Foster a welcoming, organized, and inclusive environment for fellows, faculty, staff, and guests.
- Collaborate with scholars, researchers, and administrative staff to support a positive office culture.
- Provide basic technology support, ensuring office equipment is up-to-date and maintained.
- Manage office supplies and ensure availability for special events, presentations, and courses.
- Serve as the liaison with campus partners, such as OIT, Campus Safety, and Building Services.
- Assist the managing director in addressing space challenges and limitations.
- Supervise student workers and interns as needed.
Events & Special Projects (10%)
- Assist with special projects, contributing innovative solutions and operational support.
- Serve on the operations team, supporting large-scale events, continuous improvement initiatives, constituent engagement, and onboarding processes.
This is a limited-term position for three years with the intention to extend it upon securing funding. Occasional evening and weekend work is required during high-volume periods.
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Minimum Qualifications
- Collaborative spirit and a positive attitude, team-oriented whose values of kindness, Generosity, trustworthiness, and curiosity are readily available and evident.
- 3-5 years in an administrative or executive assistant role, preferably in an academic or research setting.
- Exceptional organizational skills, meticulous attention to detail, and the ability to juggle multiple priorities in a fast-paced environment.
- Proficiency with Google Suite, Concur, power point, video-conferencing, calendar and project management tools, and travel booking platforms.
- Comfortable trouble-shooting technical issues.
- Excellent verbal and written communication skills with a professional and friendly
- demeanor.
- Proven ability to handle confidential information with integrity and discretion.
Department
Institute for Ethics and the Common Good (28013Department Website
https://ethics.nd.edu/Family / Sub-Family
University Operations / Administrative OperationsCareer Stream/Level
NIC 3 TechnicianDepartment Hiring Pay Range
Commensurate With ExperiencePay ID
Semi-MonthlyFLSA Status
S3 - FT Non-exempt HourlyJob Category
Office/ClericalJob Type
Full-timeSchedule: Days of Week & Hours
Monday – Friday | 40 hrs/Week
Schedule: Hours/Week
40 hrs/WeekSchedule: # of months
12Job Posting Date (Campus)
10/01/2024Job Posting Date (Public)
10/01/2024Job Closing Date
10/22/2024Posting Number
S251450Quick Link for Internal Postings
https://jobs.nd.edu/postings/35826*Please mention you saw this ad on HispanicsInAcademia.*
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