Administrative Coordinator | AL-OUS

University of Notre Dame•Notre Dame, IN

4d•$23

About The Position

The College of Arts & Letters Office for Undergraduate Studies and Advising is seeking an organized, collaborative, and service-oriented Administrative Coordinator to support undergraduate advising and academic administration. The position is a welcoming first point of contact for students, faculty, staff, and visitors and helps maintain a responsive, student-centered office environment. Working as one of three Administrative Coordinators and in collaboration with fellow coordinators, the director, assistant deans, and collegiate academic advisors, the role supports daily office operations. Responsibilities span advising operations, student records and academic processes, transfer student administration, faculty processes, and special projects. The position helps ensure smooth office operations and timely, effective support for students.

Requirements

High school diploma or GED and 1–2 years of administrative or related professional experience.
Strong organizational and time-management skills, with excellent attention to detail.
Excellent interpersonal, customer service, written, and verbal communication skills.
Ability to manage multiple responsibilities, establish priorities, and respond effectively to interruptions.
Ability to work independently and collaborate effectively with colleagues and campus partners.
Demonstrated discretion and professionalism when handling confidential student, faculty, and personnel information.
Proficiency with Microsoft Word, Excel, and Google Workspace applications.
Ability and willingness to learn University academic and administrative systems.
Professional, service-oriented approach when working with students, faculty, staff, families, and University partners.

Nice To Haves

Administrative or related professional experience in higher education or a similar environment.
Experience supporting students, academic advising, or academic administration.
Familiarity with student information, document management, scheduling, or reporting systems.
Experience coordinating processes involving multiple stakeholders and deadlines.
Experience working in a high-volume, student-facing or customer-service environment.

Responsibilities

Serve as a welcoming first point of contact for students, faculty, staff, and visitors.
Help students schedule appointments and connect with deans, advisors, departments, and other campus resources.
Manage calendars and scheduling for undergraduate deans and collegiate academic advisors.
Collaborate with fellow Administrative Coordinators to provide consistent front-office coverage and support.
Support administrative processes for transfer and readmitted students, including verifying transfer course information.
Maintain student records, route academic forms, and monitor advising assignments.
Use University systems to support academic administration.
Provide administrative support for office communications, records, data collection, and reporting.
Monitor the office operational budget and provide regular updates to the director.
Assist with faculty and staff hiring, office events, College and University events, and special projects.
Coordinate timelines, scheduling, and documentation for faculty reappointment and promotion processes.
Work with the Dean’s Office, Provost’s Office, and other campus partners to ensure required materials and processes are completed accurately and on time.
Maintain confidential student, faculty, and personnel information with discretion.