Department Coordinator | Department of Classics

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 Classics is seeking a highly organized, collaborative, and service-oriented Department Coordinator to support the daily operations of the department. This role serves as a welcoming first point of contact for students, faculty, alumni, and visitors and helps foster a responsive and well-organized academic environment.

Working closely with the Department Chair, the Graduate Studies Coordinator,  the Undergraduate Studies Coordinator, faculty, and campus partners, the Department Coordinator supports departmental operations, faculty and academic processes, financial administration, events, and communications. This position plays an important role in connecting the department’s administrative functions and supporting both its undergraduate and graduate programs.

Key Responsibilities

Department Operations & Administrative Support

• Coordinate day-to-day department operations and provide administrative support to the Department Chair and faculty
• Manage the chair’s calendar, departmental correspondence, records, meeting materials, and administrative deadlines
• Serve as a liaison with the Dean’s Office and other University offices and respond to inquiries from students, faculty, alumni, visitors, and campus partners
• Maintain departmental communications, website content, records, supplies, and shared spaces
• Hire, supervise, and coordinate student employees

Faculty & Personnel Administration

• Coordinate administrative processes related to faculty searches, appointments, renewals, leaves, and promotions
• Assist with candidate and guest visits, including itineraries, travel, accommodations, meals, and related arrangements
• Maintain confidential faculty and personnel documentation and coordinate required materials and deadlines
• Support departmental assessment, reporting, and external review processes

Budget & Financial Administration

• Monitor departmental and restricted accounts, including faculty discretionary, endowed, grant, and other funds
• Track expenditures, assist with budgeting and forecasting, and prepare stewardship and financial information as needed
• Process and reconcile travel, purchasing, reimbursements, ProCard expenses, and payments for departmental activities and visitors
• Work with College and University financial partners to ensure accurate and appropriate use of departmental funds

Academic Program & Student Support

• Work closely with the Graduate Studies Coordinator and Undergraduate Studies Coordinator to support the administrative needs of the department’s academic programs
• Support semester course planning, including course forms, cross-listings, registration overrides, and course updates
• Assist faculty and students with registration and other academic processes
• Maintain student records and provide information about departmental programs and course offerings
• Coordinate with faculty and University partners to resolve scheduling, classroom, and course-related needs

Events & Department Community

• Coordinate departmental lectures, receptions, candidate visits, faculty and student gatherings, and other events
• Plan and support the department’s annual spring convocation and related student recognition
• Coordinate event logistics, including scheduling, space reservations, catering, travel, and materials

Required

• Associates degree or up to 3 years of college or technical school with 1-2 years of relevant experience
• Excellent organizational, interpersonal, and communication skills, with the ability to manage multiple priorities and respond effectively to frequent interruptions
• Self-motivated and proactive, with the ability to take initiative, adapt to changing priorities, and learn quickly
• Demonstrated discretion and sound judgment in handling confidential student, faculty, and personnel information
• Excellent written communication skills, including strong command of grammar, punctuation, and spelling
• Proficiency with Microsoft Word and Excel, with the ability to quickly learn and navigate new administrative systems and technology platforms

Preferred

• Administrative or related professional experience in higher education or a similar environment
• Experience supporting an academic department or multiple faculty members
• Experience with financial administration, budgeting, purchasing, or expense reconciliation
• Familiarity with university academic, personnel, or financial systems

Application Deadline : October 25, 2026.

Hiring Pay Range : Up to $25/hour, commensurate with experience.

Required Application Materials : A resume and cover letter are required for consideration 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.