Department Coordinator | Department of Classics

University of Notre Dame•Notre Dame, IN

21h

About The Position

The Department of Classics at the University of Notre Dame seeks a highly organized, collaborative, and service-oriented Department Coordinator to support the department’s daily operations. The coordinator serves as a welcoming first point of contact for students, faculty, alumni, visitors, and campus partners, and helps maintain a responsive, well-organized academic environment. Working closely with the Department Chair, the Graduate Studies Coordinator, the Undergraduate Studies Coordinator, faculty, and university partners, this role supports departmental operations, faculty and academic processes, financial administration, events, and communications. The position connects administrative functions and supports both undergraduate and graduate programs.

Requirements

Associate degree or up to three years of college or technical school, with 1–2 years of relevant experience.
Excellent organizational, interpersonal, and communication skills, including the ability to manage multiple priorities and respond effectively to frequent interruptions.
Self-motivation and a proactive approach, with the ability to take initiative, adapt to changing priorities, and learn quickly.
Demonstrated discretion and sound judgment in handling confidential student, faculty, and personnel information.
Excellent written communication skills, including strong command of grammar, punctuation, and spelling.
Proficiency with Microsoft Word and Excel, and the ability to quickly learn and navigate new administrative systems and technology platforms.

Nice To Haves

Administrative or related professional experience in higher education or a similar environment.
Experience supporting an academic department or multiple faculty members.
Experience with financial administration, budgeting, purchasing, or expense reconciliation.
Familiarity with university academic, personnel, or financial systems.

Responsibilities

Coordinate day-to-day department operations and provide administrative support to the Department Chair and faculty.
Manage the chair’s calendar, departmental correspondence, records, meeting materials, and administrative deadlines.
Serve as a liaison with the Dean’s Office and other University offices, and respond to inquiries from students, faculty, alumni, visitors, and campus partners.
Maintain departmental communications, website content, records, supplies, and shared spaces.
Hire, supervise, and coordinate student employees.
Coordinate administrative processes related to faculty searches, appointments, renewals, leaves, and promotions.
Assist with candidate and guest visits, including itineraries, travel, accommodations, meals, and related arrangements.
Maintain confidential faculty and personnel documentation and coordinate required materials and deadlines.
Support departmental assessment, reporting, and external review processes.
Monitor departmental and restricted accounts, including faculty discretionary, endowed, grant, and other funds.
Track expenditures, assist with budgeting and forecasting, and prepare stewardship and financial information as needed.
Process and reconcile travel, purchasing, reimbursements, ProCard expenses, and payments for departmental activities and visitors.
Work with College and University financial partners to ensure accurate and appropriate use of departmental funds.
Work with the Graduate Studies Coordinator and Undergraduate Studies Coordinator to support the administrative needs of the department’s academic programs.
Support semester course planning, including course forms, cross-listings, registration overrides, and course updates.
Assist faculty and students with registration and other academic processes.
Maintain student records and provide information about departmental programs and course offerings.
Coordinate with faculty and University partners to resolve scheduling, classroom, and course-related needs.
Coordinate departmental lectures, receptions, candidate visits, faculty and student gatherings, and other events.
Plan and support the department’s annual spring convocation and related student recognition.
Coordinate event logistics, including scheduling, space reservations, catering, travel, and materials.