Administrative Coordinator | Medieval Institute

University of Notre Dame•Notre Dame, IN

5d•Onsite

About The Position

The Medieval Institute is seeking an organized, collaborative, and detail-oriented Administrative Coordinator to support the daily operations of a vibrant academic unit. This position plays a central role in graduate program administration, budget support, course scheduling, office management, and communications while serving as a key resource for faculty, students, alumni, and university partners. Working closely with the Director and Associate Director, the Administrative Coordinator helps ensure efficient Institute operations, exceptional student support, and successful academic programming.

Requirements

Bachelor’s degree with 3-4 years of related experience
Excellent organizational skills and attention to detail
Strong interpersonal, customer service, and communication skills
Ability to prioritize multiple responsibilities and work independently
Demonstrated discretion in handling confidential information
Proficiency with Microsoft Word, Excel, and Google Workspace applications
Experience with financial tracking, reconciliation, or accounting processes
Proficiency with Adobe Acrobat Pro

Responsibilities

Maintain confidential electronic and paper records for 25–35 graduate students.
Process leaves of absence, withdrawals, credit transfers, fellowships, stipends, tuition awards, and student employment appointments.
Assist students with registration, enrollment overrides, expenses, and program-related activities.
Coordinate Ph.D. exams, dissertation defenses, proposal defenses, and Medieval Latin and Greek examinations.
Track student academic progress and support graduate placement and job market activities.
Prepare graduation lists and verify degree completion requirements.
Maintain graduate student directories, placement records, and alumni information.
Manage graduate admissions processes through SLATE, including application review support and applicant communications.
Provide graduate program data and reports for Institute leadership, the Dean’s Office, and the Graduate School.
Coordinate semester course scheduling and CourseLeaf submissions.
Collaborate with academic departments to identify and cross-list courses.
Prepare course schedule summaries and ensure compliance with institutional deadlines.
Update course information and related content on the Medieval Institute website.
Provide direct administrative support to the Director and Associate Director.
Manage the Director’s calendar, appointments, meetings, and travel-related arrangements.
Draft and distribute Institute communications and announcements.
Maintain Google Groups and other departmental communication lists.
Coordinate office procedures and maintain departmental records.
Serve as the primary point of contact for visitors, students, faculty, and external constituents.
Assist with budget administration and account management.
Reconcile ledger expenses and supporting documentation.
Track expenditures and prepare account reports as requested.
Assist faculty, staff, and students with expense reimbursements, travel expenses, and conference-related expenditures.
Maintain budget tracking spreadsheets and related financial records.
Coordinate three major receptions and community events annually.
Manage event logistics, including room reservations, catering, materials, and communications.
Support Institute meetings, guest visits, and special events throughout the academic year.
Manage office supplies, mail services, keys, and access to Institute spaces.
Process invoices, service requests, and work orders.
Maintain shared office resources and administrative systems.
Recruit, hire, train, schedule, and supervise undergraduate student employees.
Approve and monitor student worker assignments and performance.