Programming & Operations Specialist | ONDISC

University of Notre Dame•Notre Dame, IN

10d

About The Position

The O'Brien Notre Dame International Security Center (ONDISC) at the University of Notre Dame seeks a highly organized, collaborative, and proactive Programming and Operations Specialist. The role supports academic programming, student engagement, experiential learning, and daily Center operations. Working closely with ONDISC leadership, the Specialist coordinates high-profile events, domestic and international travel, communications, and outreach, and serves as a key point of contact for students, faculty, distinguished guests, and external partners. ONDISC provides a forum for national security scholars to explore pressing issues in national security policy through research, teaching, and public affairs programming. The Center aims to connect policymakers and the public with leading academic scholarship on international security.

Requirements

1–2 years of relevant experience in program coordination, event planning, communications, or administrative operations.
Excellent written and verbal communication skills and the ability to engage professionally with students, faculty, distinguished guests, and external partners.
Strong organizational and project management skills, exceptional attention to detail, and the ability to manage multiple priorities.
Demonstrated initiative, sound judgment, problem-solving skills, and ability to work independently and collaboratively.
Proficiency in Microsoft Office, Google Workspace, Adobe Acrobat, and related administrative tools.
Experience with budget tracking, expense reconciliation, and administrative processes.

Nice To Haves

Experience working in higher education, an academic center, or a similarly mission-driven organization.
Experience coordinating domestic and international travel, events, and student programming.
Familiarity with Concur, Trello, FOAPAL/activity codes, and Blue Cross Blue Shield Global Solutions.
Experience with social media, digital communications, and student supervision.

Responsibilities

Plan and execute ONDISC events, including the seminar series, academic workshops, fellows celebration, and annual student engagement activities.
Coordinate event logistics, budgets, timelines, registration, and communications.
Manage campus visits for distinguished speakers and guests, including travel arrangements, itineraries, and meetings.
Develop and implement marketing and social media strategies to increase ONDISC visibility and student engagement.
Coordinate digital content, email communications, and University-wide campaigns, including ThinkND, Week@ND, and Notre Dame Day.
Supervise a student marketing intern and manage event invitations, RSVPs, and student outreach.
Collaborate with University and external marketing partners to ensure consistent branding and effective communications.
Manage logistics for domestic and international experiential learning trips, including travel arrangements, itineraries, documentation, and participant communications.
Coordinate travel health, safety, and risk management procedures, including Blue Cross Blue Shield Global Solutions.
Provide occasional on-site support for student trips and coordinate travel for approximately 5–6 seminar speakers each semester.
Recruit, train, mentor, and supervise student workers.
Coordinate onboarding for new staff, postdoctoral scholars, and associates.
Maintain operational processes, documentation, and information-sharing systems to ensure continuity and efficiency.