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Senior Administrative Assistant

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University of Notre Dame

Job Description

Job Title

Senior Administrative Assistant

Job Description

Are you ready to take the next step in your administrative career? If so, the School of Architecture Dean’s Office could be for you. The Senior Administrative Assistant in the Office of the Dean plays a vital role in creating a welcoming and professional atmosphere for guests of the Dean, as well as faculty and staff. As the first point of contact in the Dean’s Office suite, you will reflect the School’s values of respect and professionalism.

In this position, you will provide essential administrative support to the Dean of the School of Architecture, as well as the Academic Affairs & Administration Program Director. This role requires the utmost in discretion, as well as managing various responsibilities in an ever-changing, fast paced environment

What You’ll Do

Administrative support to the Dean
  • Oversight of the Dean’s Google calendar.
  • Coordination of the Dean’s travel (transportation and lodgings) and creation of travel itineraries for guests of the Dean.
  • Collection of receipts and processing of expense reports.
  • Written communications to include the drafting of correspondences, faculty meeting minutes, and other documents as needed.
  • Answering the Dean’s phone and taking messages.

Administrative support to the Academic Affairs & Administration Program Director
  • Support the Program Director in the faculty tenure and reappointment process within the School, including drafting emails and agendas, scheduling meetings, and collecting and organizing materials germane to the process of each case.
  • Assist in the faculty hiring process by uploading job descriptions to Interfolio.
  • Maintain agendas for Faculty Search Committee meetings with candidates.
  • Communicate with and schedule faculty job candidate’s travel and lodging for on-site interviews, and create itineraries for each candidate.
  • Reserve rooms for interviews and presentations, working closely with IT to set up recording and Zoom components as necessary.
Events & Logistics
  • Coordinate venue locations for Dean’s Office events.
  • Arrange catering and work directly with the Dean to compile guest lists and collect RSVPs.
  • Secure A/V if needed.
  • Coordinate travel and lodging for special guests of the School and draft itineraries with input from the Dean.
School Support
The School of Architecture staff work together as a team for annual special events during the year including: commencement ceremonies, advisory council, mid-term and final student reviews. These duties are assigned after communicating with the Program Director and/or the Dean to determine priorities.

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Minimum Qualifications

  • 7+ years of experience, with a minimum of 3 years direct experience supporting an Executive Level position
  • Professional and welcoming demeanor
  • Excellent grammar, punctuation, and spelling skills
  • Collaborative team player with a willingness to assist others
  • Proficiency in Concur, Google Suite, Word, Excel, PowerPoint, and Adobe Acrobat
  • Strong multitasking skills with the ability to meet multiple deadlines
  • Highly organized with attention to detail and accuracy
  • Commitment to understanding and supporting the mission of the School of Architecture and the University of Notre Dame


Preferred Qualifications

Bachelor’s degree Preferred
  • Administrative experience with increased responsibilities
  • Experience working in a higher education setting

Department

Dean's Offc-School of Architecture (42000)

Department Website

architecture.nd.edu

Family / Sub-Family

University Operations / Administrative Operations

Career Stream/Level

NIC 3 Technician

Department Hiring Pay Range

$22.00 - $28.00 | Commensurate with Experience

Pay ID

Bi-Weekly

FLSA Status

S3 - FT Non-exempt Hourly

Job Category

Office/Clerical

Job Type

Full-time

Schedule: Hours/Week

40

Schedule: # of months

12

Job Posting Date (Campus)

12/11/2024

Job Posting Date (Public)

12/11/2024

Job Closing Date

01/05/2025

Posting Type

Open To All Applicants

Posting Number

S251623

Quick Link for Internal Postings

https://jobs.nd.edu/postings/36608

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