Program Manager, Democracy Initiative

Job Description

The Democracy Initiative, one of the key priorities of Notre Dame’s Strategic Framework, seeks to establish Notre Dame as the most trusted higher education institution for studying and strengthening democracy. This university-wide initiative focuses on research, formation, and convenings to produce new understanding about the future of democracy in the US and around the world.

The position of Program Manager is a critical member of the Democracy Initiative. The Program Manager supports the Initiative in a variety of ways, including: coordinating with university institutes, centers, and faculty supported by the Democracy Initiative, providing leadership for the Initiative’s programs and events, curating content for both digital and print communications, assisting the Faculty Director and Managing Director with the financial management, reporting, and overall administration of the Initiative, and other project-based work, as needed.

The Program Manager position will be a split position between the Democracy Initiative (80%) and the Rooney Center for the Study of American Democracy (20%). The role will be responsible for planning, advertising and executing the Rooney Center’s annual Keeping the Republic Conference, a major priority of the Democracy Initiative. Other Initiative events (TBD) may require collaboration with Rooney Center, Kellogg Institute, or other staff.

Programming and Events

Manages all Democracy Initiative events including the Democracy Talks series, regular speaking engagements, and the annual Rooney Center Keeping the Republic Conference, as well as symposium and colloquia as assigned. This includes assisting the Directors with planning as well as logistics like ordering catering, booking facilities, handling registrations, and arranging itineraries. Responsible for creating, managing, and distributing internal and external communications to promote events and engage stakeholders. Oversee the initiative website content, draft announcements and create presentations. This requires strategic thinking, keen attention to detail, strong relationship management skills, and proficiency in technology for both in-person and virtual programming. May include some night and weekend work.

Reporting

In collaboration with the Faculty Director and Managing Director, tracks Key Performance Indicators, metrics, and financial data for use in annual reports and internal and external presentations. Designs and updates relevant data collection and reporting tools.

Financial Management

Executes financial and fund management tasks, including budget management, tracking expenditures, balancing budgets, preparing expense reports, processing payments, invoices, reimbursements, fellowship and grant accounts, deposits, managing vendor relationships, and ensuring accurate documentation and reconciliation of all financial records for the Initiative.

Administrative Support

Works with the Faculty Director and Managing Director with office operations, travel and meeting logistics, and project-based work, including coordinating schedules, creating agendas, tracking deliverables, drafting newsletter and other content, and ensuring project completion. Also assists with hiring, scheduling, assignments, and management of student workers as directed.

Minimum Qualifications

• Bachelor’s Degree
• 3-4 years of experience
• A deep commitment to the mission of both the Democracy Initiative and the University
• Previous experience in program management and event planning
• Ability to learn Notre Dame’s software systems, policies, and procedures (GLez, BuyND, etc.), as well as an online project management system (such as Trello/Asana)
• Self-directed, team player with the ability to take initiative and work autonomously as part of a small team while effectively navigating a large University environment
• Analytical problem-solving skills with the ability to juggle competing priorities and meet deadlines while maintaining accuracy and consistency
• Strong written and oral communication skills
• Ability to handle sensitive or confidential information with discretion
• Proficient in Microsoft Office suite and Google Workspace
• Comfortable navigating the ambiguity that comes with a startup project and a willingness to take on additional responsibilities as the Initiative expands.
• Willingness to work occasional nights and weekends based on event schedules

Preferred Qualifications

• Experience working in academic/academic adjacent environments
• Previous experience with Notre Dame’s software systems and campus procedures and policies (GLez, BuyND, etc.)

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