Administrative Assistant | Alliance for Catholic Education (ACE) Teaching Fellows

University of Notre Dame • Notre Dame, IN

1d • Onsite

About The Position

The University of Notre Dame's Institute for Educational Initiatives (IEI) is seeking an organized, service-oriented Administrative Assistant to support the Alliance for Catholic Education (ACE) Teaching Fellows program. This full-time, in-person position in Notre Dame, Indiana, will support a program dedicated to preparing Catholic school educators and expanding access to educational opportunities. The ACE Teaching Fellows program recruits and forms recent college graduates to teach in under-resourced schools while earning a Master's degree from Notre Dame. The Administrative Assistant will play a critical role in supporting daily operations, coordinating communications, events, onboarding, and scheduling for ACE teachers throughout their formation journey. This role is ideal for someone who thrives in a fast-paced, mission-driven environment and enjoys managing multiple priorities while providing exceptional service.

Requirements

• High school diploma or GED
• Associate Degree or two years of college
• 3-5 years of administrative, office management, or program coordination experience.
• Proficiency with Google Suite applications including Google Calendar (including scheduling), Google sheets, Google docs, Google forms, and Google drive.
• Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Strong written and verbal communication skills and a commitment to exemplary service.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Attention to detail, accuracy in record-keeping, and reliability in task follow-through.

Responsibilities

• Provide administrative support to the Beeson Family ACE Senior Director of Catholic Teacher Formation and the Educator Formation Area Chair by managing complex calendars, coordinating communications and mailings, supporting special projects, and tracking assigned tasks.
• Maintain program calendars and manage the ACE shared email account, responding to inquiries and ensuring timely communication.
• Coordinate scheduling for ACE Teaching Fellows interviews.
• Support onboarding processes for incoming ACE teachers, including reviewing and auditing cohort paperwork, coordinating background checks and safe environment training, and registering ACE teachers for coursework.
• Manage communication timelines across recruitment, academic, and pastoral formation teams.
• Update website content as needed.
• Serve as a key coordinator for ACE Teaching Fellows programming, retreats, and events by managing travel, lodging, catering, meeting spaces, hospitality, materials, and event schedules.
• Coordinate travel arrangements through Anthony Travel.
• Reserve event spaces and coordinate audiovisual and campus service needs.
• Secure and manage faculty summer housing.
• Support M.Ed. summer programming.
• Prepare event materials, nametags, signage, mailings, and printed resources.
• Serve as a liaison with University departments and external partners including housing, transportation, catering, parking services, and hotels.
• Provide administrative support for special projects and emerging priorities across ACE and the Institute for Educational Initiatives.
• Contribute to a collaborative team environment that advances the mission of Catholic education and educational excellence.

Benefits

• Support educators making a difference in classrooms and communities across the country.
• Join a mission-driven community dedicated to service, leadership, and educational excellence.
• Contribute to one of the University's most impactful and nationally recognized programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED