Operations Coordinator

University of Notre Dame • Notre Dame, IN

10d • Onsite

About The Position

The Operations Coordinator provides essential administrative, logistical, and programmatic support across external engagement, career development, and experiential learning initiatives within the Mendoza College of Business at the University of Notre Dame. This role assists with the coordination of events and programs, supports financial and procurement processes, contributes to data tracking and reporting efforts, and helps ensure the smooth execution of stakeholder-facing activities. Reporting to the Operations Manager and working closely with the entire Career Success and External Engagement team, the Operations Coordinator supports the team’s strategic priorities by providing strong operational assistance and collaborative support to enhance the student, alumni, and employer experience.

Requirements

• Bachelor’s degree required, or an equivalent combination of education and relevant professional experience.
• 2+ years of experience in higher education administration, event coordination, operations, program management, or a related field preferred.
• Strong organizational and project coordination skills with exceptional attention to detail and follow-through.
• Excellent written and verbal communication skills, with the ability to engage professionally with students, alumni, employers, and senior leaders.
• Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced, team-oriented environment.
• Proficiency in Google Workspace; event registration platforms, or financial systems (e.g., buyND or similar procurement systems) preferred.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.

Nice To Haves

• Demonstrated experience supporting budgeting processes, expense tracking, reimbursements, or financial administration.
• Demonstrated experience with project management software such as Monday.com, Airtable, etc.
• Demonstrated flexibility and adaptability in a dynamic, fast-paced work environment with changing priorities throughout the academic calendar.
• Intellectual curiosity and a proactive approach to learning new systems, processes, and subject matter.
• Strong initiative, accountability, and follow-through on tasks and projects.
• Professionalism and a strong customer service orientation in interactions with students, alumni, employers, and colleagues.
• Ability to collaborate effectively across teams and engage constructively with diverse stakeholders.
• Willingness to assume additional responsibilities and contribute to special projects as needed.
• Exceptional organizational skills and attention to detail, with the ability to manage competing priorities.

Responsibilities

• Provide administrative and operational support for budgeting, financial tracking, contracts, payments, and expense reconciliation.
• Support rankings submissions, reporting requirements, and data collection processes.
• Coordinate updates and maintenance of program and departmental websites.
• Assist in the planning and execution of team events and programs, ensuring alignment across logistics, communications, and operational needs.
• Provide logistical coordination for workshops, panels, treks, and other student professional development programs.
• Coordinate operational processes related to affinity conferences (e.g., National Black MBA, veterans conferences), including student reimbursement tracking and documentation.
• Support development and distribution of newsletters, communications, and résumé directories.
• Track participation data and assist with follow-up communications and reporting.
• Coordinate logistics for Career Leadership and Bridge to Success courses.
• Support on-campus event logistics, including room reservations, catering orders (placement, receipt, and post-event cleanup), and communications.
• Support the planning and coordination of external engagement programs and events, including employer engagement events, alumni events, Advisory Board activities, Alumni Fellows programming, Executives in Residence, and Business Development events.
• Coordinate event logistics and operations, including catering ordering, room booking, registration management, participant communications, scheduling, and on-site support to ensure successful program execution.
• Ensure seamless operational support across diverse stakeholder groups, including prospective students, current students, alumni, and community partners.
• Prepare Memoranda of Understanding (MoUs), process documentation in buyND, and track completion status.
• Support formal communications with internal and external stakeholders, including managing stewardship efforts, itinerary management (Airtable platform), mail merges, and data organization.
• Administratively support Grow Irish Week weeklong immersions in March, June, October, and December, and other experiential learning initiatives, including the possibility of traveling with the cohort to provide on-the-ground logistical support.
• Coordinate catering logistics as needed for experiential and global learning events.
• Assist with planning and facilitation of team meetings and team-building activities.
• Provide calendar management, scheduling, and meeting coordination support.
• Contribute to special projects and strategic initiatives as assigned.

Benefits

• The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level