Senior Office Coordinator

Job Description

The Keough School of Global Affairs at Notre Dame advances integral human development through research, policy, transformative educational programs, and global partnerships. Founded in 2014, the Keough School leverages nine institutes and centers focused on international research, scholarship, and education.

The Keough School seeks a Senior Office Coordinator (SOC) to provide a range of administrative support services ensuring the efficient and effective functioning of the Keough School and its Dean’s Office. The SOC creates a professional, welcoming environment for distinguished policymakers, scholars, benefactors, and students. The SOC oversees student workers and coordinates office operations, including building maintenance and provides support for Dean’s Office events. Reporting to the Assistant Director of Administration and Internal Engagement, the SOC works closely with the Program Director for Events Strategy, the Associate Director for Finance, and office coordinator colleagues in Keough School institutes and the College of Arts and Letters departments.

Dean’s Office Coordination:

• Welcome visitors, answer the main phone line, respond to questions, and refer guests.
• Liaise with internal ND administrative support units for smooth operations.
• Manage service/maintenance contracts and supervise repairs.
• Handle incoming mail, packages, and deliveries; assist with FedEx and UPS packages.
• Recruit, onboard, supervise, and process payments for student employees.
• Train and monitor student workers for reception and other functions.
• Provide office coordination for Keough School institutes and centers as needed.
• Order supplies and serve as the main point of contact for vendors.
• Serve as backup for the Dean’s Administrator.

Events Support:

• Plan and execute events for Dean’s Office programs.
• Assist the Events Strategy Program Director with major academic events.
• Support staff-related functions and activities.
• Provide logistical support for small gatherings organized by the Dean’s Office.

Administrative and Finance Support:

Ensure accuracy of allocation and completeness of documentation for expenses.

• Support Dean’s Office staff hiring by setting up interviews, preparing itineraries, and coordinating travel.
• Prepare office space and welcome items for new staff and faculty. Assist with other tasks as needed.

Jenkins Hall Facility Coordination:

• Lead relevant staff in addressing facility and maintenance issues efficiently.
• Schedule and oversee maintenance work for common spaces and other Keough School spaces.
• Serve as the main point of contact for contractors.
• Manage building access and key distribution for Keough School faculty, students, and staff.

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Minimum Qualifications

Experience/Skills Required:

• Associates Degree or 5 or more years of experience in a higher education setting.
• Strong interpersonal skills with a service-oriented and professional demeanor.
• Excellent organizational skills with the ability to prioritize a diverse workload in a busy environment.
• Proven ability to handle multiple tasks and frequent interruptions effectively.
• Experience in managing event logistics.
• Exceptional oral and written communication skills.
• High level of accuracy and attention to detail.
• Ability to work collaboratively as a team member to fulfill team responsibilities.
• Proficiency in using the Internet, email, and business software (word processing, spreadsheets, databases, and calendar applications).
• Reliable presence and punctuality; please note that this position does not qualify for hybrid work.

Preferred Qualifications

• Bachelor’s degree

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