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) invites applications for an Administrative Assistant supporting the Alliance for Catholic Education (ACE) Teaching Fellows program. This full-time, in-person position, located in Notre Dame, Indiana, offers the opportunity to support a nationally recognized program dedicated to preparing the next generation of Catholic school educators while helping expand access to excellent educational opportunities for students across the country. The Administrative Assistant plays a critical role in supporting the day-to-day operations of ACE Teaching Fellows and Educator Formation. Reporting to the ACE Associate Director of Operations, this position serves as a key partner to program leadership while helping coordinate communications, events, onboarding processes, scheduling, and administrative operations that support ACE teachers throughout their formation journey. This role is ideal for someone who thrives in a fast-paced, mission-driven environment, enjoys managing multiple priorities, and takes pride in providing exceptional service and support to students, faculty, staff, and external partners.

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

Managing complex calendars and scheduling needs
Coordinating communications and mailings
Supporting special projects and administrative initiatives
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
Coordinate scheduling for ACE Teaching Fellows interviews
Reviewing and auditing cohort paperwork
Coordinating background checks and safe environment training
Registering ACE teachers for coursework
Manage communication timelines across recruitment, academic, and pastoral formation teams
Update website content as needed
Managing travel, lodging, catering, meeting spaces, hospitality, materials, and event schedules
Coordinating travel arrangements through Anthony Travel
Reserving event spaces and coordinating audiovisual and campus service needs
Securing and managing faculty summer housing
Supporting M.Ed. summer programming
Preparing event materials, nametags, signage, mailings, and printed resources
Serving 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