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

University of Notre Dame • Notre Dame, IN

11d • 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 Institute for Educational Initiatives (IEI) advances the University of Notre Dame's commitment to improving education locally, nationally, and globally. The IEI is home to approximately 130 faculty and staff members, more than 60 faculty fellows, and numerous innovative educational initiatives. ACE Teaching Fellows recruits and forms recent college graduates and young professionals to teach, coach, and serve in under-resourced schools, while they earn a cost-free Master's degree in Education from the University of Notre Dame. The Administrative Assistant plays a critical role in supporting the day-to-day operations of ACE Teaching Fellows and Educator Formation, serving as a key partner to program leadership by coordinating communications, events, onboarding, scheduling, and administrative operations.

Requirements

• High school diploma or GED
• 3 to 4 years of experience
• 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 and scheduling needs, coordinating communications and mailings, supporting special projects and administrative initiatives, and participating in regular team meetings and proactively tracking assigned tasks and priorities.
• Maintain program calendars and manage the ACE shared email account, respond to inquiries and ensure timely communication with appropriate team members, and 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 and 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, and support M.Ed. summer programming.
• Prepare event materials, nametags, signage, mailings, and printed resources, and 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.

What This Job Offers

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