Office Coordinator (Washington, D.C.)

 
JOB DESCRIPTION
Spearheaded by the recently established Keough School of Global Affairs, the Washington, D.C. office will strengthen Notre Dame’s presence in Washington by providing a venue for Notre Dame faculty, students, and alumni to interact with policymakers and the policy community. As the primary staff member serving the Washington office, the office coordinator will play a key role in representing Notre Dame to a variety of constituencies and ensuring the efficient operation of the office.

The coordinator serves as the first point of contact to visitors and guests who call or visit the Washington office; coordinates events held at or organized by the office; manages office operations; serves as administrative liaison to campus units using space in the office; and provides general administrative support to the executive director of the office as requested. Work will occasionally be required on evenings and weekends.
 
OFFICE OPERATIONS
The office coordinator will manage operational support for faculty and programs using the office. The coordinator:

  • serves as first point of contact at the office for visitors and guests; answers main phone line, responds to general questions and refers calls to appropriate faculty and staff; greets visitors to the office, addresses their questions and/or directs them to appropriate faculty and staff;
  • provides general office support for faculty and visitors on office-related tasks (e.g. photocopying, faxing, scanning, etc.) as needed;
  • orders supplies and serves as main point of contact for vendors (e.g., Canon, FedEx, Office Depot);
  • manages service/maintenance contracts (e.g., photocopy machines, shredding services, etc.) and provision of services to the office;
  • works with relevant Notre Dame administrative units, including procurement, telecommunications, and others units, to coordinate office operations
  • maintains booking calendar for DC office;
  • receives, sorts, and coordinates distribution of incoming mail, packages, and deliveries to the office; assists with sending FedEx and UPS packages; maintains mailing lists and online groups.

 
EVENT COORDINATION
This position will coordinate a wide range of events held at or organized by the Washington office. In some cases, the office coordinator will serve as lead coordinator for the event; in other cases the office coordinator will serve as a liaison and provide administrative support to campus event coordinators organizing an event . Events held at the office will include in-person and virtual classes, policy-related events and activities, academic workshops and conferences, and meetings with donors and ND alumni.

The coordinator will:

  • schedule events and manage the booking of facilities;
  • correspond with guests regarding travel and accommodations, manage guest itineraries, and host guests at the office;
  • serve as a liaison to events staff in other university units that are organizing an event in conjunction with the office;
  • arrange travel, accommodations, and meals for events and activities at the office;
  • provide basic technological support for virtual meetings and events, and liaison with campus technical support for troubleshooting more complicated technical issues.

The office coordinator also provides administrative support for the executive director, supporting scheduling, maintaining files, processing reimbursements, and other administrative tasks as requested.
 
MINIMUM QUALIFICATIONS

  • bachelor’s degree required
  • 3+ years experience required.
  • strong interpersonal skills and service orientation.
  • ability to organize and prioritize a diverse workload in a busy environment.
  • ability to handle multiple tasks and frequent interruptions effectively.
  • excellent oral and written communication skills.
  • accuracy and attention to detail.
  • highest standards of confidentiality and discretion.
  • ability to function as a member of a team and to collaborate effectively.
  • proficiency in the use of Internet, email, and business software (word processing, spreadsheet, database, & calendar), and basic familiarity with video conferencing technology (e.g. Zoom).
  • familiarity with higher education working environment.
  • commitment to the mission of the University of Notre Dame and the Keough School.