Senior Administrative Assistant | Hesburgh Libraries

University of Notre Dame • Notre Dame, IN

7d • $24 • Onsite

About The Position

The Senior Administrative Assistant, based in the Office of the Dean of the Hesburgh Libraries, provides executive-level administrative support to the Edward H. Arnold Dean and Vice President and Associate Provost, and to the Libraries’ Associate Deans. The Senior Administrative Assistant serves as the primary point of contact for visitors, patrons, and Library employees who contact or visit the Office of the Dean, providing responsive and professional front-line support. This role supports established administrative workflows and the timely and accurate execution of office processes to ensure effective day-to-day operations. This role also supports the planning and execution of events for the Hesburgh Libraries, including calendar management, space reservations, catering and food orders, and budget tracking.

Requirements

• Bachelor’s degree
• 1 to 2 years of experience, including at least one year of experience working in an administrative, office-oriented role, preferably with planning or scheduling responsibilities
• Strong customer service, interpersonal, and relationship-building skills
• Excellent written and verbal communication skills
• Excellent organizational skills and attention to detail
• Problem-solving skills
• Proficiency with the Microsoft suite of applications, in particular Microsoft Word and Excel, the Google suite of applications, and general computer literacy

Nice To Haves

• Two years of work experience in higher education
• Experience working with academic stakeholders, including faculty, staff, or students

Responsibilities

• Administrative Support for Dean, Hesburgh Libraries and Associate Deans: Manages calendars, scheduling, and project timelines in a complex and fast-paced environment. Coordinates travel arrangements, prepares detailed itineraries for speaking engagements and conference travel, and prepares expense reimbursements.
• Event Operations and Program Support: Supports the External Relations and Strategic Events Program Director with event-related logistics, including calendar coordination, space reservations, catering and food orders, and budget tracking. The position collaborates with the Faculty Workforce Operations Associate to support academic programming events and programs as needed.
• Office Operations, Inventory, and Meeting Space Coordination: Provides meeting management, orders supplies for the Dean’s Office, tracks budget and spending, and supports inventory control for events and special projects. Assists with the fulfillment of promotional products and inventory management to support the communications team.

What This Job Offers

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