Senior Office Coordinator

 

The Senior Office Coordinator provides a range of administrative support services to ensure the efficient and effective functioning of the Keough School and its Dean’s Office.


Dean’s Office Coordination

Under the direction of the Associate Dean for Operations, the Coordinator:

  • Welcomes visitors to the Dean’s Office—including prominent policymakers and scholars, School benefactors, students, and alumni — answers the main phone line, responds to questions, and refers guests to appropriate faculty and staff;
  • Serves as liaison to internal ND administrative support units, including Telecommunications, Procurement, Building Services, and others to ensure smooth operation of the School; makes requests for services from these units for the Dean’s Office, and for other units which do not have capacity to make these requests
  • Manages service/maintenance contracts (e.g., photocopy machines, shredding services, etc.) for Dean’s Office; reports problems and supervises repairs;
  • Receives, sorts, and coordinates distribution of incoming mail, packages, and deliveries to the School; assists with sending FedEx and UPS packages; maintains mailing lists and online groups;
  • Responsible for recruiting, onboarding, supervising, and processing payments in Ultratime for student employees in the Dean’s Office;
  • Trains student workers to handle reception and other functions for the Dean’s office when the Senior Office Coordinator is not available, and monitors their performance;
  • Provides office coordination for new Keough School Institutes and Centers that do not have administrative support staff and onboards the administrative assistants once they are hired
    Orders supplies and serves as main point of contact for vendors (e.g., Canon, FedEx, Office Depot);
  • Serves as backup for the Dean’s Administrator;
  • Assists the Events Program Director in event preparation and execution for Dean’s office.

 

Jenkins Hall Facility Coordination

Under the direction of the Associate Dean for Operations, the Coordinator is responsible for managing maintenance, repairs, and access issues for the common spaces in Jenkins and Nanovic Halls. S/he also manages facility issues for the Dean’s office, and coordinates facility maintenance, repairs and access issues for the Keough School as a whole. In this capacity, the Coordinator:

  • Serves as a team leader for relevant staff in Keough School Institutes, Centers and other Keough School programs and units to ensure facility and maintenance issues are addressed efficiently and consistently. The Senior Office Coordinator works with relevant Keough School staff individually to identify and resolve issues, and also occasionally organizes meetings of relevant staff to coordinate activities;
  • Schedules and oversees maintenance work for the common spaces in the building, the Dean’s suite, and other Keough School spaces as requested;
  • Serves as the main point of contact for contractors;
  • Maintains a registry of office and other space assignments at the Keough School, updates university databases on facilities, and prepares and maintains spreadsheets and other documents as requested by the Associate Dean for Operations;
  • Updates and installs signage in common areas of Jenkins and Nanovic Halls, in coordination with the College of Arts and Letters, and ensures that signage in Keough School spaces adheres to School guidelines;
  • Manages access to the building for Keough School faculty, students, and staff, serves as the Keough School’s liaison with the Lock Shop, and coordinates key distribution with relevant staff at Keough School Institutes and Centers;
  •  Together with counterparts in the College of Arts and Letters, manages storage, reassignment, and, when appropriate, disposal of furnishings from spaces in Jenkins and Nanovic Halls.

 

Administrative Support for Associate Dean for Operations

  • Supports the Associate Dean in staff hiring by setting up phone/electronic interviews, scheduling on-campus interviews, preparing interview itineraries, coordinating travel for applicants, and preparing related documentation and paperwork;
  • Prepares reimbursement requests for travelND and purchase orders as requested by the Associate Dean for Operations and the Associate Director for Finance and Administration;
  • Organizes and maintains online resources (e.g., Google docs, sheets, forms) for the sharing of information and materials among staff at the Keough School more widely;
  • Supports planning and implementation of occasional staff-related functions and activities (e.g., lunches, Keough School staff meetings and gatherings, retirement/farewell activities, etc.)

 

Minimum Qualifications

  • Bachelor’s Degree Required
  • 3-4 Years’ experience required.
  • 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 to fulfill the team’s responsibilities.
  • Proficiency in the use of Internet, email, and business software (word processing, spreadsheet, database, & calendar).

 

 

Application Instructions

Applications must be submitted by August 7, 2022. All application materials should be submitted through the Notre Dame online application system: https://jobs.nd.edu/postings/27366

 

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