Administrative Assistant | Sweeney Family Center for Educational Research and Action (Era)

University of Notre Dame•Notre Dame, IN

10d•Onsite

About The Position

The University of Notre Dame's Institute for Educational Initiatives (IEI) is seeking an Administrative Assistant to support the Sweeney Family Center for Educational Research and Action (Era). This full-time, in-person position will contribute to innovative educational research aimed at improving learning outcomes for children and communities globally. The IEI is a hub for educational innovation, comprising several research centers and academic programs. Era, established in 2024, focuses on integrating research, practice, and public service to advance knowledge about learning and learning environments. The Administrative Assistant will play a crucial role in supporting Era's leadership, faculty, researchers, and programs by coordinating daily operations, managing administrative processes, facilitating communication, and ensuring the smooth execution of research and programmatic initiatives. This role is ideal for an organized individual who enjoys variety and supporting a mission-driven organization.

Requirements

Bachelor’s degree (4 years)
3 to 4 years of experience
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

Manage the Director's calendar, scheduling, and administrative needs.
Coordinate communications, correspondence, and mailings on behalf of leadership.
Support the appointment and reappointment process for IEI Fellows.
Schedule annual meetings and maintain required fellowship documentation.
Partner with faculty and staff to advance Era's mission and strategic priorities.
Maintain program calendars and coordinate communications across teams.
Serve as a central point of contact for inquiries and information requests.
Process financial transactions including invoices, reimbursements, expense reports, and reconciliations.
Collaborate closely with the IEI Business Office to ensure compliance with University procedures.
Manage reimbursements for postdoctoral scholars, post-baccalaureate researchers, and cognition fellows.
Support application review processes, candidate tracking, and interview coordination.
Assist with website content updates and maintain organized records and files.
Participate in team meetings and proactively track progress on key initiatives.
Coordinate meetings, schedules, and communications for faculty in the Area of Interdisciplinary Educational Research and Programs.
Provide administrative support to the Area Chair and facilitate collaboration across faculty groups.
Provide administrative and logistical support to Tutor-ND programming.
Assist researchers and program staff with coordination efforts and programmatic activities.
Contribute to special projects and emerging initiatives that support Era and the broader Institute for Educational Initiatives.
Provide flexible support where needed in a dynamic and collaborative environment.