Academic Affairs Administrative Assistant

Saint Mary's College · Notre Dame

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Description

The Administrative Assistant provides essential administrative, financial and operational support to four academic affairs units, that report to the Provost's Office:  The Center for Academic Innovation (CFAI), Academic Research, Grants and Sponsored Programs (ARGS), the Associate Dean for Avenue Curriculum and the Spark Lab. This multi-faceted role serves as a hub for departmental coordination, ensuring efficient office operations and programming support across these diverse units.  The responsibilities require efficient application of administrative and communication skills, high attention to detail, and a moderate degree of decision-making, initiative, and ability to work independently.  

Minimum Qualifications

• High school diploma or equivalent and a minimum of four (4) years of progressively responsible administrative experience, or a bachelor's degree.
• Minimum of three years office management or secretarial experience.
• Demonstrated proficiency in Microsoft Office (Word, PowerPoint, Excel) and Google Workspace (Gmail, Drive, Docs, Sheet, etc.).
• Working knowledge of Adobe Acrobat/PDF management.
• Experience with web editing and content management.
• Aptitude for learning and using integrated databases (Banner, PRISM, Oracle, Stellic, Dynamic Forms, Degree Works).
• Exceptional written and verbal communication skills; ability to serve as the public-facing representative for the departments.
• Forward-thinking approach to anticipating departmental needs, such as managing room reservations and event logistics.
• Ability to manage multiple priorities across four distinct areas and maintain rigorous records for compliance and research.
• High degree of discretion when handling sensitive faculty, grant, and student research data.
• Demonstrated ability to create newsletters, brochures, and other communications using desktop publishing software.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Ability to work independently while collaborating effectively as part of a team.
• Ability to build positive working relationships with faculty, staff, students, and diverse campus constituencies.

Preferred Qualifications

• Bachelor's degree.
• Previous administrative experience in higher education or a similar organizational environment.
• Experience maintaining websites and social media platforms.
• Ability to foster collaborative and collegial working relationships across campus.
• Experience supporting faculty governance, academic programs, grants, research administration, or assessment initiatives.

Job Responsibilities

Administrative and Office Operations

• Serve as the primary point of contact by greeting and assisting visitors to the office.
• Provide administrative support to the Center for Academic Innovation (CFAI), the Office of Academic Research, Grants and Sponsored Programs, Academic Excellence and Inclusion, and the Provost's Office.
• Prepare agendas, record meeting minutes, and distribute meeting materials for various committees and departmental meetings.
• Create and manage brochures, emails, and monthly newsletter templates.
• Maintain Portal pages and digital communication platforms.

Financial & Budget Administration

• Process check requests and stipends for faculty/student grants. 
• Track and reconcile departmental operating and endowed budgets.
• Manage purchasing, bill payments, invoicing, and expense reporting.
• Facilitate faculty funding requests for high impact practices.
• Assist directors with budget monitoring and reporting.
• Support the administration and tracking of internal grant funding.

Event and & Programming Support:

• Maintain departmental calendars and event schedules.
• Plan and coordinate professional development, workshops, symposia, and research events.
• Provide on-site support for event setup, breakdown, and participant communication.
• Process event-related invoices and maintain financial records.

Student Worker Support

• Post positions, guide applicants through the hiring process, and lead onboarding/orientation.
• Manage scheduling, shift coordination, and timecard submission/approvals.
• Foster an inclusive culture through team building and recognition.

Compliance & Record Keeping

• Manage grant repository and research compliance records (CITI training, IACUC, IRB).
• Track deadlines for research compliance and assessment records for General Education Curriculum, First Year Seminar, and Avenue Competencies.

Schedule

Full-time, 12-month position.

Eligibility to work

Applicants must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from the College, either now or in the future.

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