Operations & Strategic Coordinator (Part-time)

University of Notre Dame•Notre Dame, IN

18h•$28•Onsite

About The Position

The Operations and Strategic Coordinator supports the operational, academic, and administrative needs of the Ruth M. Hillebrand Center for Compassionate Care in Medicine and the Minor in Compassionate Care in Medicine. The Center’s mission is to restore the spirit of compassion in healthcare by advancing the science of compassion at every level of medical training and practice, enhancing clinician well-being and transforming patient care. Reporting directly to the Executive Director, this position provides high-level administrative and operational support with limited supervision. The coordinator advances the Center’s mission by fostering a compassionate, engaging learning environment and ensuring excellence in academic and administrative processes.

Requirements

Bachelor’s degree
3+ years of administrative or program coordination experience, preferably in higher education or healthcare
Strong organizational skills and ability to manage multiple priorities
Excellent written, verbal, and interpersonal communication skills
Proficiency with Google Workspace
Ability to work independently and collaboratively

Nice To Haves

Master’s degree
Familiarity with Canvas, Concur, BuyND, and eForms

Responsibilities

Academic and Course Support: Coordinate curriculum, adjunct faculty, guest speakers, and course materials. Manage Canvas content, assignments, grading, attendance, announcements, and scheduling for presentations and exams, including Capstone projects (~90 students/year). Provide in-class support for adjunct faculty and ensure smooth delivery of simulations and role-plays.
Student Minor Administration : Serve as primary contact for students in the Compassionate Care in Medicine Minor. Manage student database updates (250–320 students/year), review GPS requirements, approve electives, schedule meetings (~90/year), and submit eForms for new minors. Provide guidance, resources, and support to ensure a positive student experience.
Events and Ceremonies: Plan and execute annual events including Junior Parents Weekend, Minor Conferral Ceremony, Welcome Weekend, JPW presentations, and other special programs. Oversee all logistics: PPTs, seating charts, medallions, gift boxes, event programs, walkthroughs, setup, and tear-down.
Role-Play and Actor Coordination: Develop and manage role-play scenarios for courses. Recruit, onboard, schedule, and supervise simulated patient actors, providing day-of support and backup as needed. Maintain accurate records of sessions, student feedback, and actor participation.
Financial and Administrative Management: Manage receipts, payments, and reimbursements using Financial Toolkit and Concur. Assist with annual reports for the University and endowment donors. Order course materials, books, binders, and manage printing needs.
Faculty and Guest Coordination: Schedule and support visiting faculty, alumni, and guest speakers, including travel, accommodations, teleconferencing, and campus access. Serve as liaison to ensure effective communication between faculty, staff, and students.
Supervision and Team Support: Oversee student interns and teaching assistants, including onboarding, training, and work assignments. Serve as Ultratime supervisor and provide backup support to adjunct faculty as needed.
Communications and Digital Support: Collaborate with the College of Science Communications Team on print and digital materials, website updates, and event publicity. Maintain alumni and student databases and manage digital content such as capstone abstracts and student photos.
Continuing Education & Conferences: Assist in planning and executing continuing education conferences, including CME coordination, logistics, and conference materials.
Strategic Support: Assist with the Center’s short- and long-term strategic goals. Prepare agendas and minutes for Semi-Annual Advisory Board meetings and support the Executive Director with planning and reporting.