Administrative Coordinator

Administrative Coordinator

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!

At the Mendoza College of Business, we believe business must be a force for good. Guided by our Catholic character, we cultivate ethical leaders who integrate mind and heart - professionals with the competence to see challenges clearly and the courage to act decisively to improve the human condition.

The Career Success & External Engagement team equips Mendoza graduate students with the tools, connections, and confidence to thrive in a dynamic global marketplace. We bridge classroom learning and career outcomes through experiential learning, coaching, corporate partnerships, and our global alumni network.

As Administrative Coordinator, you are the on-campus operational engine behind our student, alumni, and employer-facing initiatives. Reporting to the Operations Manager and supporting the Senior Director, you will drive key logistical, financial, and administrative processes across all four pillars of our division.

Key Responsibilities:

• Process contracts, invoices, payments, and expense reconciliations in alignment with budget tracking goals.
• Collect and report data for annual rankings submissions and departmental metrics.
• Maintain department web pages and coordinate cross-functional event logistics and communications.
• Manage logistics for career workshops, panels, corporate treks, and courses like Career Leadership and Bridge to Success.
• Oversee administrative processes and expense tracking for national affinity conferences (e.g., National Black MBA, veterans conferences).
• Support student communications, résumé directory distribution, and engagement tracking.
• Handle room reservations, catering, setup, and on-site support for career events.
• Coordinate logistics for employer visits, alumni events, Advisory Board activities, Alumni Fellows programs, and Business Development initiatives.
• Manage end-to-end event execution- including registration, scheduling, catering, and participant communications- to deliver high-touch stakeholder experiences.
• Draft Memoranda of Understanding (MoUs), manage processing in buyND, and track contract completions.
• Utilize tools like Airtable to manage itineraries, mail merges, stewardship efforts, and student data.
• Provide administrative and potential on-the-ground logistical support for quarterly Grow Irish Week immersions (March, June, October, December).
• Assist the Senior Director with calendar management, scheduling, and strategic initiatives.
• Plan and facilitate team meetings, retreats, and internal team-building activities.

Qualifications

Minimum Qualifications:

• Bachelor's degree or equivalent combination of education and experience.
• 2+ years of experience in higher education, administration, event coordination, or program management preferred.
• Proven organizational, time management, and multi-tasking skills with high attention to detail and accuracy.
• Strong written and verbal communication skills; comfortable engaging professionally with diverse stakeholders, including senior leaders, alumni, and employers.
• Proficiency in Google Workspace; familiarity with event platforms or procurement/financial software preferred.
• Strong judgment and discretion when handling confidential or sensitive information.

Preferred Qualifications:

• Experience with financial administration (budgeting, expense tracking, reimbursements).
• Familiarity with project management tools (e.g., Monday.com, Airtable).

Core Competencies:

• Adaptability & Initiative: Proactive learner with strong accountability, flexibility during busy academic cycles, and readiness to support special projects.
• Collaboration & Service: Customer-service-oriented team player capable of building strong relationships across departments.

Work Environment & Physical Demands:

• Ability to move throughout the office/campus to support events and meetings.
• Flexibility to work occasional early mornings, evenings, or weekends as needed.
• Willingness to travel domestically and internationally as required.

Additional Information

Compensation: Starting at $50,000

This position will be accepting applications until October 5, 2026.

A resume and cover letter are required to be considered for this position.

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.