Operations & Events Coordinator

University of Notre Dame•Notre Dame, IN

1d•$65,000•Hybrid

About The Position

The Research Engagement (RE) Operations & Events Coordinator plays a pivotal role in supporting the programs, partnerships, grants, events, and day-to-day operations of Research Engagement. Reporting to the Director of Research Engagement Strategy and Implementation (DRESI), the Coordinator works closely with the Senior Executive Director, Director of Community Health and Clinical Partnerships, Assistant Directors, Program Managers, and student workers to ensure programs and initiatives are thoughtfully coordinated and effectively implemented. This position serves as a key organizational partner for the Research Engagement team, coordinating community research grant activities, supporting complex events and convenings, managing operational processes, and providing high-level administrative and project coordination. The Coordinator will work across campus and community networks, building strong relationships with a wide range of stakeholders while managing multiple priorities and timelines.

Requirements

BA Degree and 3 years of relevant experience; or AA Degree and 5 years of relevant experience.
Demonstrated project management skills and the ability to coordinate multiple projects, timelines, and priorities.
Experience planning and coordinating events involving multiple organizations or stakeholder groups.
Experience managing executive calendars and coordinating complex schedules.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office, Google Workspace, and calendaring or scheduling systems.
Experience with financial administration, including purchasing, financial reporting, expense tracking, or budget monitoring.
Experience in maintaining data, creating forms, and managing organizational records.
Demonstrated ability to work effectively with a diverse range of stakeholders in a professional and collaborative manner.
Excellent organizational skills and attention to detail.
Ability to work effectively as part of a team while independently managing assigned responsibilities.
Ability to manage multiple priorities, adapt to changing circumstances, and meet deadlines in a dynamic environment.
Demonstrated ability to maintain confidentiality and exercise a high level of discretion.
A valid driver’s license is required.

Nice To Haves

Bachelor’s degree and three or more years of professional experience in higher education.
Experience supporting/working with research grants, sponsored programs, community-engaged research, or research-related programs.

Responsibilities

Coordinate the administration and implementation of Research Engagement’s community research grants, including communicating funding opportunities to campus and community stakeholders, developing and managing online application forms, monitoring award funds, tracking project progress, and providing ongoing project coordination and support.
Plan and coordinate meetings, community convenings, programs, events, and other activities involving faculty, staff, students, community partners, and external stakeholders.
Coordinate event logistics, including scheduling, room reservations, room setup and tear-down, catering, calendar invitations, materials, documentation, and follow-up communication.
Manage complex scheduling and calendaring needs for Research Engagement leadership, including the Senior Executive Director, while coordinating meetings across multiple campus and community organizations.
Support the planning and coordination of team meetings, including scheduling, preparing materials, participating in meetings, documenting meeting notes, tracking follow-up items, and communicating next steps.
Maintain accurate records, databases, spreadsheets, and tracking systems to support Research Engagement programs, grants, events, and operational activities.
Prepare reports, summaries, presentations, and other materials for internal and external audiences and maintain websites and other general communication tools.
Coordinate conference and business travel for Research Engagement staff, including travel arrangements, documentation, and reimbursement processes.
Provide general purchasing and financial administration support, including processing purchases, tracking expenses, monitoring budgets, running financial reports, and maintaining appropriate documentation.
Coordinate administrative aspects of staff searches and hiring processes, including support for temporary and student hiring.
Maintain office operations by coordinating supplies, equipment, facilities, and maintenance needs and helping create a welcoming, organized, and inviting environment for staff, faculty, students, and community partners.
Exercise sound judgment, discretion, and confidentiality when handling sensitive information and communications.
Perform other duties and responsibilities as assigned by Research Engagement leadership.