Associate Director, Operations

University of Notre Dame•Notre Dame, IN

1d•Onsite

About The Position

The Associate Director, Operations for the Institute of Educational Initiatives is an on-campus, dynamic, and highly collaborative role central to the day-to-day success of the Institute. This position serves as a key liaison to faculty, staff, students, and campus partners, overseeing facility operations, managing faculty affairs processes, leading operational initiatives, and supporting institutional data and development workflows.

Requirements

Bachelor’s degree
3 to 4 years of experience
Prior experience overseeing administrative or office student staff.
Demonstrated ability to interact professionally with faculty, staff, students, and external visitors.
Strong written and verbal communication skills across all institutional levels.
High attention to detail with the ability to prioritize competing tasks and manage multiple projects.
Strong problem-solving skills with the ability to work independently without direct supervision.
Proficiency in data organization, entry, and record-keeping systems.
Capability to lift and move up to 25 pounds as needed for office operations.

Responsibilities

Represent the Institute in coordinating construction, renovation, spatial renewal, and relocation projects.
Directly supervise the Facilities Coordinator and a team of 5–7 part-time and full-time student workers.
Oversee facility needs, including work orders, supply inventory, storage, room reservations, repairs, security alarms, and general troubleshooting.
Hold final decision-making authority over internal space and parking assignments, as well as cross-campus facility reservation requests.
Direct the lifecycle for faculty annual reviews, appointments, reappointments, and promotions, including gathering dossier materials, scheduling meetings, managing voting, submitting packages to the Provost’s Office, and issuing reappointment letters.
Organize annual review documentation.
Manage the appointment and reappointment process for IEI Fellows and maintain faculty Course Instructor Feedback (CIF) records.
Record and maintain official minutes for monthly Faculty and Faculty Committee meetings.
Co-Chair the Community Life Committee; design and implement orientation, onboarding, and offboarding programs for faculty and staff.
Draft policy updates for the Managing Director, maintain employee handbooks, and establish clear operational communication channels.
Convene and serve as an ex officio member of the Administrative Assistants Group.
Act as the primary liaison to OIT Support Services; manage local tech needs, lead facility IT upgrades, and coordinate annual OIT service renewals.
Oversee Institute hospitality, ticket allotments, parking passes, and gameday/tailgate protocols.
Support internal messaging strategies in close collaboration with Executive Leadership and the Communications Director.
Lead institutional data workflows from internal units to the Slate CRM Director.
Coordinate logistics, communications, and administrative support for Institute Advisory Board meetings.
Maintain secure donor and relationship tracking systems, write monthly advancement notes, oversee milestone communications (birthdays/anniversaries), and support the Annual Appeal in partnership with Advancement leadership.