Senior Administrative Assistant | Hesburgh Libraries

University of Notre Dame • Notre Dame, IN

6d • 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

• Calendar management for the Edward H. Arnold Dean of the Hesburgh Libraries and three 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.
• 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.
• 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.

Benefits

• The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

What This Job Offers

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