Department Coordinator | East Asian Languages & Culture

University of Notre Dame • Notre Dame, IN

6d

About The Position

The Department of East Asian Languages and Cultures is seeking an organized, collaborative, and detail-oriented Department Coordinator to support the daily operations of a dynamic academic unit. This role is central to the department’s administrative, financial, and academic coordination and plays a vital part in ensuring faculty, students, and campus partners receive exceptional support. The Department Coordinator serves as a key liaison among the Department Chair, faculty, student employees, and University administrative offices, helping deliver efficient operations, thoughtful communications, and meaningful academic programming.

Requirements

• Strong interpersonal skills and service orientation
• Ability to organize and prioritize a diverse workload in a fast-paced environment
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail
• Ability to manage multiple projects and frequent interruptions effectively
• Ability to maintain confidentiality regarding student records and personnel matters
• Self-motivated with the ability to take initiative, reprioritize tasks, and learn quickly
• Proficiency in Microsoft Word, Excel, and web-based applications, with the ability to quickly learn and navigate new technology platforms

Nice To Haves

• Experience with budget tracking or financial management preferred

Responsibilities

• Oversee day-to-day administration of the department
• Manage the Chair’s calendar, correspondence, travel, and long-term planning support
• Prepare and organize faculty appointment, reappointment, promotion, and leave documentation
• Coordinate faculty recruitment logistics and campus visits
• Prepare travel and expense reports; verify ProCard transactions
• Attend and record department and program meetings; maintain electronic records and databases
• Track University and College deadlines and ensure timely submissions
• Prepare and organize correspondence and forms related to faculty and student matters
• Assist students with registration forms and answer questions regarding departmental programs
• Conduct monthly budget reviews and monitor unrestricted department allocations
• Manage restricted funds, including faculty discretionary, endowed, grant, and other restricted accounts
• Track expenses and prepare stewardship and forecasting reports
• Coordinate non-regular teaching/support budgets and appointments
• Provide accounting oversight and accountability in collaboration with College finance leadership
• Serve as liaison to development and finance offices regarding restricted spending and reporting
• Coordinate CourseLeaf forms and semester scheduling
• Facilitate course cross-listing and classroom change requests
• Provide registration overrides and assist students with enrollment forms
• Support faculty in resolving course scheduling and classroom issues
• Update departmental website and informational materials to reflect course offerings
• Oversee faculty onboarding and offboarding processes
• Coordinate faculty leaves, renewals, concurrent appointments, and non-regular appointments
• Recruit, hire, train, and supervise student office workers
• Approve student payroll using UltraTime
• Maintain student files and departmental records with confidentiality and accuracy
• Oversee departmental communications and website updates
• Draft internal and external correspondence
• Maintain filing systems and department records
• Manage office supplies, equipment purchases, and departmental spaces
• Coordinate office assignments and faculty office provisioning
• Maintain bulletin boards, display cases, and shared spaces
• Plan and coordinate department events, guest lectures, faculty searches, receptions, and convocation activities
• Manage logistics including room reservations, catering, printed materials, travel, and accommodations
• Prepare programs, certificates, recognition materials, and event communications
• Oversee the department’s physical spaces and office provisioning
• Coordinate with the Dean’s Office on office assignments and facilities needs
• Manage department furniture and major office purchases
• Support onboarding of new faculty and transitions for outgoing faculty

Benefits

• The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration.
• The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment.
• Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).
• We strongly encourage applications from candidates attracted to a university with a Catholic identity.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed