Administrative Coordinator Medieval Institute

Job Description

The Medieval Institute is seeking an organized, collaborative, and detail-oriented Administrative Coordinator to support the daily operations of a vibrant academic unit. This position plays a central role in graduate program administration, budget support, course scheduling, office management, and communications while serving as a key resource for faculty, students, alumni, and university partners.

Working closely with the Director and Associate Director, the Administrative Coordinator helps ensure efficient Institute operations, exceptional student support, and successful academic programming.

About the Institute

The Medieval Institute at the University of Notre Dame is the nation’s largest and most prestigious center for the study of the Middle Ages. Bringing together more than fifty faculty fellows from thirteen academic departments, the Institute supports internationally recognized research, hosts leading scholars through conferences and lectures, and offers exceptional graduate and undergraduate programs. With an unparalleled library and growing manuscript collection, the Institute explores the medieval roots of modern society through scholarship, teaching, and community engagement.

Key Responsibilities

Graduate Program Administration

• Maintain confidential electronic and paper records for 25–35 graduate students.
• Process leaves of absence, withdrawals, credit transfers, fellowships, stipends, tuition awards, and student employment appointments.
• Assist students with registration, enrollment overrides, expenses, and program-related activities.
• Coordinate Ph.D. exams, dissertation defenses, proposal defenses, and Medieval Latin and Greek examinations.
• Track student academic progress and support graduate placement and job market activities.
• Prepare graduation lists and verify degree completion requirements.
• Maintain graduate student directories, placement records, and alumni information.
• Manage graduate admissions processes through SLATE, including application review support and applicant communications.
• Provide graduate program data and reports for Institute leadership, the Dean’s Office, and the Graduate School.

Course Planning & Academic Support

• Coordinate semester course scheduling and CourseLeaf submissions.
• Collaborate with academic departments to identify and cross-list courses.
• Prepare course schedule summaries and ensure compliance with institutional deadlines.
• Update course information and related content on the Medieval Institute website.

Administration & Director Support

• Provide direct administrative support to the Director and Associate Director.
• Manage the Director’s calendar, appointments, meetings, and travel-related arrangements.
• Draft and distribute Institute communications and announcements.
• Maintain Google Groups and other departmental communication lists.
• Coordinate office procedures and maintain departmental records.
• Serve as the primary point of contact for visitors, students, faculty, and external constituents.

Budget & Financial Support

• Assist with budget administration and account management.
• Reconcile ledger expenses and supporting documentation.
• Track expenditures and prepare account reports as requested.
• Assist faculty, staff, and students with expense reimbursements, travel expenses, and conference-related expenditures.
• Maintain budget tracking spreadsheets and related financial records.

Events & Program Support

• Coordinate three major receptions and community events annually.
• Manage event logistics, including room reservations, catering, materials, and communications.
• Support Institute meetings, guest visits, and special events throughout the academic year.

Office Operations & Facilities

• Manage office supplies, mail services, keys, and access to Institute spaces.
• Process invoices, service requests, and work orders.
• Maintain shared office resources and administrative systems.

Student Employee Supervision

• Recruit, hire, train, schedule, and supervise undergraduate student employees.
• Approve and monitor student worker assignments and performance.

Qualifications:
Qualifications

Education & Experience:

• Bachelor’s degree with 3-4 years of related experience

Skills:

• Excellent organizational skills and attention to detail
• Strong interpersonal, customer service, and communication skills
• Ability to prioritize multiple responsibilities and work independently
• Demonstrated discretion in handling confidential information
• Proficiency with Microsoft Word, Excel, and Google Workspace applications
• Experience with financial tracking, reconciliation, or accounting processes
• Proficiency with Adobe Acrobat Pro

Additional Information

Application Deadline to Apply : June 29, 2026

Hiring Pay Range :Up to $23/hour

Required Application Materials : A resume and cover letter are required to be considered for this position. Please upload both documents in the Attachments section of your application.

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.