ACE Teaching Fellows Business Operations and IEI Events Coordinator

University of Notre Dame•Notre Dame, IN

3d•Onsite

About The Position

The ACE Teaching Fellows Business Operations and IEI Events Coordinator is a dynamic, blended role responsible for driving the strategic planning, coordination, and execution of high-profile academic conferences and events across the Institute for Educational Initiatives. These events include but are not limited to: IEI sponsored conferences (e.g. Midwest Economics of Education Conference, Midwest Sociology of Education Conference, ACE Leadership Conference, Excellence in Teaching Conference), Major cross-program events (e.g. Missioning, Commencement), workshops, lectures, and symposia (Era speakers, Literacy Symposium, IEI invited lectures), Candidate search visits, and Other IEI sponsored events. In this role, you will provide critical day-to-day business operational support to the ACE Teaching Fellows Team, serving as the vital bridge between front-facing event execution and behind-the-scenes organizational efficiency. The ideal candidate seamlessly blends the strategic project management skills of an event producer with the meticulous attention to detail required to sustain smooth IEI operations. In doing so, you will contribute directly to Notre Dame’s mission to be a force for good in the world.

Requirements

Bachelor’s degree (4 years)
3 to 4 years of experience
Proficiency in event management software (e.g., Cvent and Slate)
Schedule flexibility to manage and be present at major IEI events and functions after standard business hours.

Nice To Haves

Previous experience with University of Notre Dame administrative systems (buyND, Anthony Travel, Concur).
Familiarity with Slate, Smartsheet, Airtable, or other database/CRM platforms.
Advanced relationship management skills with the ability to influence and collaborate with diverse stakeholders, including senior faculty, university departments, external vendors, and VIP guests.
Proven ability to manage multiple complex projects simultaneously under tight deadlines while maintaining a strict attention to detail.
Ability to work independently in a fast-paced, changing environment and exercise sound judgment and confidentiality.

Responsibilities

Manage on-site teams and vendors during live events to ensure seamless delivery and immediate problem-solving.
Conduct post-event debriefs and analyze data to provide recommendations for future improvements.
Develop and manage event budgets, track expenses, negotiate vendor contracts, and ensure fiscal responsibility and compliance with University policies.
Monitor ACE Teaching Fellows budget and reconcile with GLEZ, in collaboration with the IEI Business Office.
Support the collection of ACE School fees and payment of lease subsidies.
Manage lease collection and storage & update ACE housing database.
Manage the ACE Education Awards.
Prepare Adjunct faculty and Teacher-in-Residence contracts.
Manage end-of-year Mentor Teacher remuneration.
Strategize with faculty, staff, and leadership to define event goals, design comprehensive project timelines, and ensure all academic conferences and events align with institutional branding.
Lead all operational aspects of events, including venue selection, room setups, catering, audiovisual needs, and campus services (e.g., Parking, General Services).
Coordinate complex travel and lodging arrangements via Anthony Travel for guest presenters and VIPs.
Develop personalized itineraries based on visitors' academic expertise and coordinate schedules with faculty and research trainees.
Utilize event management software (Cvent and Slate) to build and manage event websites, registration platforms, and attendee communications.
Oversee the preparation of physical materials (printing, collating, nametags, table tents, and signage).