Associate Administrator for Departmental Processes

University of Notre Dame•Notre Dame, IN

About The Position

The University of Notre Dame is seeking a highly organized and detail-oriented Associate Administrator for Departmental Processes to coordinate and manage administrative operations supporting faculty and staff. The position manages processes including faculty appointments, reappointments and promotions; recruitment and hiring coordination; effort certification; performance evaluations; and position management. Working with faculty, staff, and University partners, the Associate Administrator ensures these processes are handled accurately, efficiently, and in accordance with University policies and procedures, supporting the department’s effectiveness and academic mission. The role also provides professional administrative support and serves as a liaison between departmental faculty, staff, and campus partners. It is based in the Chemistry and Biochemistry unit within the Dean of the College of Science division. Applicants must submit a cover letter and resume. Salary is up to $68,000, commensurate with experience. Applications are due by November 8, 2026.

Requirements

One-year certificate or training from a college or technical school.
At least 3 years of experience in relevant administrative, human resources, or office management work.
Excellent organizational skills and strong attention to detail.
Effective written and verbal communication skills.
Professional and efficient interpersonal skills, with the ability to collaborate with faculty, staff, and campus partners.
Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
Familiarity with computer technology and proficiency with Google Workspace applications.
Ability to manage multiple responsibilities, prioritize competing deadlines, and maintain accurate documentation.
Strong problem-solving skills and the ability to exercise discretion when handling confidential information.
Submit a cover letter and resume with the application.

Nice To Haves

Experience using OnBase or similar document management systems.
Experience coordinating faculty appointments, recruitment, performance evaluations, or other human resources processes.
Familiarity with higher education administrative policies and procedures, and willingness to adapt to evolving University processes and requirements.

Responsibilities

Coordinate, organize, finalize, and upload documentation in OnBase for faculty appointments, reappointments, and promotions.
Manage faculty recruitment logistics, including interview scheduling, travel coordination, and related expenditures.
Coordinate faculty and staff hiring materials and processes in collaboration with the College of Science, Office of the Provost, and Human Resources.
Oversee the semiannual effort certification reporting process for faculty and staff, ensuring timely completion and follow-up.
Guide supervisors and staff through the annual staff performance evaluation process.
Manage staff position postings, recruitment logistics, and position extensions.
Consult with the Office of General Counsel and International Student and Scholar Affairs regarding faculty and staff appointments, visa matters, and related requirements.
Coordinate with Development on gift routing procedures and endowment spending reports.
Research, compile, and prepare content for the department's bimonthly scholarly activities newsletter, ChemBytes.
Maintain accurate records, monitor deadlines, and support the consistent application of University policies and procedures.
Provide professional administrative support and serve as a liaison between departmental faculty, staff, and campus partners.