Job Description

Job Title

Job Description

• Prepare and distribute staff meeting agendas and minutes.
• Draft and manage business letters and email correspondence for the Associate Director.
• Monitor and organize office supplies, equipment, and project materials.
• Maintain general use areas including the lounge, work room, kitchenette, and reception.
• Set up and manage seasonal decorations.
• Serve as the primary liaison with Facilities, Building Services, University Operations, Events, and Safety departments.
• Submit and track repair and work order requests to ensure timely completion.
• Act as the Sustainability Ambassador for the office.
• Prepare and submit appointment paperwork for students, staff, temporary, and adjunct faculty.
• Attend to visitors and guests, including arranging hospitality and managing lounge space.
• Provide administrative support to faculty members as needed.

• Coordinate all logistics for ILS conferences, events, and scholarly activities.
• Facilitate Fall and Spring calendar planning meetings with the Associate Director and team.
• Reserve venues, manage event preparation, and handle all related tasks.
• Oversee logistics for speakers, student groups, and other unit and department contacts.
• Manage event execution details including decor, catering, entertainment, transportation, location, invitee list, and special guests.
• Ensure compliance with insurance, legal, health, and safety obligations.
• Collaborate with Notre Dame (ND) and College of Arts and Letters academic events.
• Develop itineraries for guest speakers, faculty projects, and conference staffing.
• Prepare event materials and make travel arrangements for guests.

• Process weekly accounts payable and prepare reimbursements for the Director and Associate Director.
• Monitor and process accounts receivable including grants, donations, and deposits.
• Prepare and submit quarterly project and budget reports as required by the College of Arts and Letters.
• Submit endowment spending reports quarterly and annually to the College.
• Serve as a liaison to on-campus and off-campus vendors.
• Seek competitive bids and process payments for vendors and speakers.
• Manage all departmental supply purchases.

Minimum Qualifications

• Associates degree or up to 3 years of college or technical school
• 1-6 months of related experience

• Strong oral and written communication skills with the ability to communicate effectively and professionally in English and Spanish
• Some budgeting experience
• Ability to manage an office to ensure smooth operations, support leadership and their vision, attend to administrative needs of a workplace , self-starter, and contribute to a positive + efficient environment
• Strong organizational skills and a high degree of independence and initiative; must be flexible, creative, and responsive
• Affinity with Notre Dame mission, vision, values, as well as the Catholic character of the University
• Experience bookkeeping for multiple accounts and preparing budget reports as requested for each fund
• Detailed
• Timeliness

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