Keough
University of Notre Dame
Hesburgh Center/Kellogg Institute Hesburgh Center/Kellogg Institute Hesburgh Center/Kellogg Institute Hesburgh Center/Kellogg Institute Hesburgh Center/Kellogg Institute Hesburgh Center/Kellogg Institute

Institute Leadership, Assistant - Kellogg Institute for International Studies

The Assistant provides support to the Kellogg Institute’s three directors (Director, Managing Director, Associate Director) to assist them in performing their duties and assuring that Institute operations run smoothly and efficiently. Serves on the Institute’s Leadership Team and actively facilitates the team’s decision-making process and follow up actions. Assists the directors with internal and external communications; manages relationships with Institute stakeholders, other University departments/units, and external partners and constituencies. Regularly interacts with internal and external (to the University) visitors and guests on behalf of the directors. Manages and facilitates the work of major Institute committees chaired by the Director (including faculty committee, grants committee, visiting fellows selection committee, faculty search committees). Provides administrative coordination for the directors.

Specific Responsibilities Include:

Directors’ Liaison/Delegate:

  • Serves as liaison for the directors, managing and enhancing relationships with Institute stakeholders, other University departments/units, and external partners and constituencies;

  • Facilitates the Institute directors’ communications and manages their relationships with Kellogg faculty fellows, research clusters, working groups, visiting fellows, guest scholars, distinguished research affiliates, advisory board members, as well as other University units and professional colleagues and partner institutions throughout the world;

  • Interacts with internal and external (to the University) visitors and guests on behalf of the directors;

  • Prepares official written correspondence on behalf of the directors and distributes to internal and external (national and international) recipients;

  • Manages access to Institute directors; serves as calendar delegate and manages calendaring for Institute directors;

  • Serves as Concur/TravelND delegate to coordinate travel and prepare expense reimbursements for Institute directors.

Institute Committee Management:

  • Manages and facilitates the work of major Institute committees chaired by the Director (including faculty committee, grants committee, visiting fellows selection committee, faculty search committees);

  • Maintains records on committee membership and manages communication with committee members;

  • Responsible for logistics of committee meetings (e.g., scheduling, agenda, distribution of materials, venues, food, etc);

  • Takes minutes at meetings and coordinates follow-up actions (e.g., processing appointments; preparing correspondence, award notifications and grant agreements; maintaining committee records);

  • Assists with competitions and searches by monitoring applications, creating files, etc.; manages and coordinates faculty job searches conducted in collaboration with departments (may include communicating with and arranging travel and scheduling for candidates);

  • Manages faculty appointment processes (including Institute faculty, faculty fellows, and visiting fellows), including creating “jobs” in Interfolio, uploading necessary documents for appointment process and working with Kellogg Business Manager and Keough School Associate Director of Administration to finalize appointments.

Administrative Coordination:

  • Tracks and manages directors’ workloads and tasks; ensures that work is completed in an accurate, professional and timely manner;

  • Assists directors with preparation of various reports, presentations, and documents; collects and organizes relevant data and information for reports; proofreads documents for accuracy and clarity;

  • Maintains confidential files of directors; develops and maintains paper and electronic filing systems for directors on active and past projects, correspondence, contacts, reports, and other documentation; creates, maintains, and organizes online resources (e.g., Google docs, sheets, forms) as needed by directors;

  • Works with Database Administrator to ensure that Institute database records are kept up to date regarding grants, appointments, and other matters related to position duties; monitors the Institute’s website and recommends website updates related to position duties;

  • Coordinates meetings for the directors (may include scheduling; preparing agendas, meeting materials, and minutes; arranging venues and catering; serving as primary point of contact and coordinating travel for participants as needed

Institute Leadership:

  • Serves on the Institute’s leadership team with Director, Managing Director, Associate Director, Ford Program Director, and Communications Manager;

  • Actively facilitates the team’s decision-making process and follow up;

  • Prepares weekly meeting agendas, takes meeting minutes and tracks action items and follow up;

  • Serves as primary liaison between leadership team and other Institute staff; shares meeting minutes and otherwise facilitates communication of leadership actions/decisions to staff.

Minimum Qualifications

  • Bachelor’s degree required

  • Minimum of 5 years relevant experience

  • Excellent oral and written communication skills.

  • Strong Interpersonal skills and service orientation.

  • Demonstrated initiative and ability to organize and prioritize a diverse workload in a busy environment.

  • Ability to handle multiple tasks and to respond accurately and in a timely manner to the demands of a busy office.

  • Accuracy and attention to detail.

  • Highest standards of confidentiality and discretion.

  • Ability to function as a member of a team to fulfill the team’s responsibilities.

  • Proficiency in the use of Internet, email, and business software (word processing, spreadsheet, database, & calendar)

Preferred Qualifications

  • Professional experience in a university setting

Quick lin and to apply - http://jobs.nd.edu/postings/9368


 

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The Kellogg Institute promotes scholarship, learning, and linkages that address issues of critical importance to our world. At the center of our interdisciplinary community’s work are two key themes: democratization and human development. 

 
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