Temporary | Reception & Administrative Assistant

University of Notre Dame•Notre Dame, IN

2d•Onsite

About The Position

The University of Notre Dame’s Institute for Educational Initiatives (IEI) seeks applicants for a Temporary Reception & Administrative Assistant within the Alliance for Catholic Education (ACE) Teaching Fellows team. The Institute advances the field of education through the generation and dissemination of new knowledge while also addressing the struggles of our education system as barriers to economic prosperity and community stability. The IEI is comprised of roughly 130 full time faculty and staff as well as over 60 faculty fellows pursuing entrepreneurial initiatives in education. This position is in-person, located in Notre Dame, Indiana. The Temporary Reception & Administrative Assistant provides essential operational, logistical, and administrative support to ACE Teaching Fellows. Reporting to the ACE Associate Director of Operations, this position supports the day-to-day functioning of ACE Teaching Fellows. ACE Teaching Fellows recruits and forms recent college graduates and young professionals from all academic backgrounds to teach, coach, and serve in some of the country’s most under-resourced schools, while earning a cost-free master’s degree in education from Notre Dame. Its fully integrated formational program weaves together graduate coursework, student teaching experience, and supervision from expert faculty across grade levels and subject areas, nested in a peer community and continual spiritual growth.

Requirements

High school diploma or GED.
1-3 years of administrative, office management, or program coordination experience.
Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.
Ability to exercise sound judgment and maintain confidentiality.
Attention to detail, accuracy in record-keeping, and reliability in task follow-through.
Must be able to lift up to 20lbs.

Nice To Haves

Proficiency with Google Suite applications including Google Calendar (including scheduling), Google sheets, Google docs, Google forms, and Google drive.
Strong written and verbal communication skills and a commitment to exemplary service
Knowledge of University of Notre Dame administrative systems (e.g. buyND, Anthony Travel, Concur)

Responsibilities

Provide Receptionist Support for Remick Family Hall
Welcome and direct guests who enter the IEI facilities.
Answer phone and monitor ACE Teaching fellows general email and ACE Recruitment general email.
Manage inventory of office supplies, program materials, and recruitment materials.
Coordinate with internal and external vendors and ensure procurement processes align with University and IEI policies.
Manage Saint Anthony Commons’ stock and refill accordingly
Support Daily Operations of ACE Teaching Fellows
Prepare weekly ACE Teaching Fellows Recruitment mailings.
Manage recruitment kit mailings.
Prepare and submit ACE teacher expense reports.
Manage Advocates communications/engagement for Teaching Fellows on behalf of the Senior Associate Director for Recruitment.
Coordinate recruitment fairs and coverage of recruitment fairs by team members.
Coordinate collateral materials for all ACE Teaching Fellows events, including retreats, guest speakers, and community-wide liturgies.