Department Coordinator | East Asian Languages & Culture

Job Description

Job Description

Company Description

The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

The Department of East Asian Languages and Cultures is seeking an organized, collaborative, and detail-oriented Department Coordinator to support the daily operations of a dynamic academic unit. This role is central to the department’s administrative, financial, and academic coordination and plays a vital part in ensuring faculty, students, and campus partners receive exceptional support.

The Department Coordinator serves as a key liaison among the Department Chair, faculty, student employees, and University administrative offices, helping deliver efficient operations, thoughtful communications, and meaningful academic programming.

Key Responsibilities

Administration & Chair Support

• Oversee day-to-day administration of the department
• Manage the Chair’s calendar, correspondence, travel, and long-term planning support
• Prepare and organize faculty appointment, reappointment, promotion, and leave documentation
• Coordinate faculty recruitment logistics and campus visits
• Prepare travel and expense reports; verify ProCard transactions
• Attend and record department and program meetings; maintain electronic records and databases
• Track University and College deadlines and ensure timely submissions
• Prepare and organize correspondence and forms related to faculty and student matters
• Assist students with registration forms and answer questions regarding departmental programs

Budget & Financial Oversight

• Conduct monthly budget reviews and monitor unrestricted department allocations
• Manage restricted funds, including faculty discretionary, endowed, grant, and other restricted accounts
• Track expenses and prepare stewardship and forecasting reports
• Coordinate non-regular teaching/support budgets and appointments
• Provide accounting oversight and accountability in collaboration with College finance leadership
• Serve as liaison to development and finance offices regarding restricted spending and reporting

Course Planning & Registration

• Coordinate CourseLeaf forms and semester scheduling
• Facilitate course cross-listing and classroom change requests
• Provide registration overrides and assist students with enrollment forms
• Support faculty in resolving course scheduling and classroom issues
• Update departmental website and informational materials to reflect course offerings

Faculty & Student Administration

• Oversee faculty onboarding and offboarding processes
• Coordinate faculty leaves, renewals, concurrent appointments, and non-regular appointments
• Recruit, hire, train, and supervise student office workers
• Approve student payroll using UltraTime
• Maintain student files and departmental records with confidentiality and accuracy

Communications & Office Management

• Oversee departmental communications and website updates
• Draft internal and external correspondence
• Maintain filing systems and department records
• Manage office supplies, equipment purchases, and departmental spaces
• Coordinate office assignments and faculty office provisioning
• Maintain bulletin boards, display cases, and shared spaces

Events & Program Support

• Plan and coordinate department events, guest lectures, faculty searches, receptions, and convocation activities
• Manage logistics including room reservations, catering, printed materials, travel, and accommodations
• Prepare programs, certificates, recognition materials, and event communications

Facilities Coordination

• Oversee the department’s physical spaces and office provisioning
• Coordinate with the Dean’s Office on office assignments and facilities needs
• Manage department furniture and major office purchases
• Support onboarding of new faculty and transitions for outgoing faculty

• Strong interpersonal skills and service orientation
• Ability to organize and prioritize a diverse workload in a fast-paced environment
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail
• Ability to manage multiple projects and frequent interruptions effectively
• Ability to maintain confidentiality regarding student records and personnel matters
• Self-motivated with the ability to take initiative, reprioritize tasks, and learn quickly
• Proficiency in Microsoft Word, Excel, and web-based applications, with the ability to quickly learn and navigate new technology platforms
• Experience with budget tracking or financial management preferred

Application Deadline : June 14, 2026

Hiring Pay Range : Up to $24.50/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.