Administrative Coordinator
Administrative Coordinator
Notre Dame, IN, United States
Full-time
Dean of Arts and Letters
NIC2
Company Description
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!
Job Description
The Center for the Study of Languages and Cultures (CSLC) is seeking an organized, collaborative, and detail-oriented Administrative Coordinator to oversee the day-to-day operations of a vibrant academic center. This position plays a central role in managing administrative functions, supporting leadership initiatives, promoting the CSLC brand, and ensuring that faculty, students, and campus partners receive exceptional support.
The Administrative Coordinator serves as a key liaison among the CSLC Director and Assistant Director, affiliated faculty, student employees, and campus partners. This role ensures efficient operations, thoughtful communications, and impactful programming that advances the Center's mission.
Key Responsibilities
Administration & Office Management
- Oversee the daily operations of the CSLC office
- Hire and supervise approximately 60 student employees, including language tutors and office workers
- Produce monthly and quarterly budget reports to inform financial forecasting
- Generate program reports as needed
- Process expense reports, journal transfers, honoraria, and check requisitions accurately and promptly
- Order office supplies, manage inventory, and maintain internal systems
- Manage library checkout/return systems, appointment calendars, and room reservations
- Regularly update the CSLC website and maintain listserv communications
Budget & Financial Coordination
- Monitor CSLC budgets and assist with quarterly financial forecasting
- Track expenses and provide budget updates to leadership
- Ensure compliance with university financial policies and procedures
Communications & Outreach
- Create and administer online surveys
- Organize email campaigns and manage the CSLC monthly newsletter
- Maintain consistent communication among language and literature departments and campus partners
- Gather and manage contact information for student organizations and collaborators
- Promote CSLC programs, events, and initiatives to increase visibility and engagement
- Support Foreign Language Teaching Assistants (FLTAs) with purchasing, course registration, and event coordination needs
Event Planning & Program Support
- Plan and coordinate semi-regular and annual CSLC events (receptions, holiday events, graduation symposia, etc.)
- Assist with campus-wide, student-facing events such as Language & Culture Week and cultural presentations
- Coordinate logistics for guest lectures, visiting scholars, and conferences
- Manage event setup, vendor coordination, supply ordering, and post-event wrap-up
Leadership & Program Support
- Support the Director and Assistant Director in overseeing Language Tables, Reading Groups, Book Clubs, Peer Tutoring, and related initiatives
- Assist with SLA, FLIP, GEC programs, and FLTA August Orientation
- Collaborate with faculty to promote their programs and events
- Recommend improvements to enhance operational efficiency and effectiveness
Research & Strategic Support
- Conduct research on peer institutions and best practices in language centers
- Compile data and prepare reports for CSLC leadership
- Develop and maintain databases related to CSLC alumni and campus linguistic initiatives
- Identify new opportunities for collaboration and growth within the University
Qualifications
- High school diploma or GED required
- Strong interpersonal skills and service orientation; ability to warmly welcome and assist visitors
- Demonstrated punctuality and reliability
- Strong organizational skills and attention to detail
- Good decision-making and problem-solving abilities
- Excellent written and verbal communication skills
- Ability to manage multiple projects in a dynamic environment
- Capacity to learn and adapt to new software platforms as needed
Additional Information
Application Deadline: March 20, 2026
RESUME & COVER LETTER ARE REQUIRED to be considered for this position. Please add in the attachments section of your application
Hiring Pay Range: Up to $23/hour
The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.
To apply, visit https://jobs.smartrecruiters.com/UniversityOfNotreDame/3743990011956466-administrative-coordinator
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