Administrative Coordinator | Political Science
About The Position
The Department of Political Science at the University of Notre Dame is seeking a highly organized, collaborative, and detail-oriented Administrative Coordinator to support the daily operations of a vibrant academic unit. This role serves as a welcoming first point of contact for students, faculty, staff, and visitors and helps foster a responsive, service-oriented department. Working closely with the Department Administrator, faculty leadership, and undergraduate and graduate program teams, the Administrative Coordinator supports office operations, faculty needs, academic programs, and departmental events, helping ensure the department runs smoothly and effectively.
Requirements
- 1-2 years of administrative experience
- Excellent organizational and communication skills, with the ability to respond to multiple tasks and questions with frequent interruptions.
- Self-motivated with the ability to take initiative, reprioritize tasks, and learn quickly.
- Ability to maintain the confidentiality of student files and personnel issues.
- Strong knowledge of grammar, punctuation, and spelling.
- Ability to learn and negotiate new platforms quickly, in addition to experience with Word, Excel, and various web browsers.
- Proactive, service-oriented attitude with the ability to work collaboratively with diverse groups of people.
Responsibilities
- Serve as the primary receptionist and first point of contact, providing friendly, professional assistance in person, by phone, and via email
- Manage correspondence, mail, shipping/receiving, records, and departmental files in accordance with University policies
- Oversee office supply ordering, inventory, and distribution, including department materials and graduation items
- Provide basic technology and AV support for meetings and classrooms (Zoom, PowerPoint, conference room setup)
- Support department meetings with on-site assistance, sign-ins, and vote tallying
- Maintain office key records and submit facilities and maintenance requests
- Assist with special projects and departmental initiatives as needed
- Plan and support departmental events such as receptions, tailgates, lectures, and student engagement activities
- Coordinate the annual commencement ceremony in collaboration with undergraduate leadership, including logistics, communications, materials, and on-site support
- Assist with undergraduate programming such as guest speakers, information sessions, and special events
- Order awards, plaques, gifts, and materials for recognition and senior events
- Support committee meetings, classroom visits, and program lectures
- Assist with faculty, visiting faculty, and postdoctoral paperwork, including immigration-related documentation
- Support faculty searches by scheduling interviews and assisting with onboarding
- Prepare and process expense reports, reimbursements, honoraria, and travel arrangements
- Maintain and update the department website with news, events, faculty profiles, and announcements
- Serve as the primary contact for website inquiries and recommend content improvements
- Draft and distribute departmental communications as needed
- Provide administrative support to undergraduate leadership and coordinators
- Assist with internships, certificates, events, newsletters, and student communications
- Support budget tracking and payment processing for undergraduate programs
- Provide flexible administrative assistance to department leadership, program directors, and coordinators across undergraduate and graduate programs
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
