Administrative Assistant | Notre Dame Global
About The Position
The Administrative Assistant supports Notre Dame Global’s Study Abroad and Global Engagement teams and the Senior Director of Global Education. The role provides administrative and operational support for semester and summer Study Abroad programs and Global Engagement activities, helping coordinate daily operations, resources, and processes. It also serves as a primary administrative contact for the three teams, handling requests and troubleshooting day-to-day office needs. Responsibilities include processing payments, invoices, and other administrative transactions; managing space reservations, food orders, shipments, and logistics; supporting the Senior Director through calendar management, meeting coordination, travel arrangements, reports, documents, and special projects; and coordinating program agreements with the teams and the University’s Office of General Counsel. The position tracks exchange balances and maintains accurate agreement records and documentation. The Administrative Assistant also helps plan events, information sessions, and team activities; coordinates visits from international partners and guests; and assists with student activities and program logistics, including serving as a chaperone when needed. The role contributes to organized, welcoming experiences for students, visitors, and partners and collaborates with other Notre Dame Global teams on departmental priorities.
Requirements
- High school diploma or equivalent.
- At least 3–4 years of work experience.
- Experience providing administrative support in an office environment.
- Strong written and verbal communication skills.
- Excellent time-management and organizational skills, with the ability to multitask and prioritize competing responsibilities.
- Strong attention to detail, problem-solving abilities, and a commitment to accuracy.
- Proficiency in Microsoft Office, particularly Excel and PowerPoint, and familiarity with social media platforms such as Instagram.
- Strong work ethic, professionalism, and the ability to work effectively with others.
Nice To Haves
- College degree or equivalent.
- Demonstrated experience working as an Administrative Assistant.
- Experience working with individuals from diverse backgrounds.
- Previous experience working in higher education.
Responsibilities
- Provide administrative and operational support for the semester and summer Study Abroad teams and the Global Engagement team.
- Serve as a primary administrative contact for all three teams, respond to requests, troubleshoot issues, and coordinate day-to-day office needs.
- Process payments, invoices, and administrative transactions; manage space reservations, food orders, shipments, and other logistics.
- Manage the Senior Director of Global Education’s calendar, schedule team meetings, coordinate preparations, and create reports, documents, and other materials.
- Arrange domestic and international travel, assist with special projects, and collaborate with other Notre Dame Global teams on departmental priorities.
- Coordinate and maintain program agreements in partnership with the Study Abroad and Global Engagement teams and the University’s Office of General Counsel.
- Track exchange balances, manage records, and keep agreements and documentation accurate and up to date.
- Help plan and coordinate events, information sessions, and team activities, including scheduling, space reservations, materials, and event logistics.
- Coordinate visits from international partners and guests, including scheduling, reservations, hospitality, and logistics.
- Assist with student activities, program logistics, and administrative needs, including serving as a chaperone when needed.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
