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

Office Coordinator - Kellogg Institute for International Studies

The Office Coordinator coordinates the Kellogg Institute’s office operations to ensure the efficient and effective functioning of the Institute main office. Serves as the face of the Institute and facilities coordinator for the Institute’s space in Jenkins Hall. Provides general administrative support and staff coordination.

Specific Responsibilities Include:

Institute Office Coordination:

  • Serves as first point of contact and primary face of the Institute for visitors and other University departments/units; immediately acknowledges and assists visitors/callers to the Institute main office, addressing their questions and/or directing them to appropriate staff when applicable;

  • Assists with orientation to the Institute of faculty, students, visitors, and new staff; serves as an information resource and problem solver; is knowledgeable about the Institute, its mission, and programs through review of and familiarity with Institute websites, databases, publications, etc.;

  • Facilitates Institute operations within the University; responds to internal business requests and takes appropriate action (referring them to the appropriate staff member, if needed); follows up and assists as needed to ensure that required University paperwork is completed in a timely manner; works with internal ND departments to ensure smooth operation of the Institute.

  • Manages Institute inventory in Jenkins Hall, including purchasing office/vending supplies, ordering print materials, etc.;

  • Uses ProCard and BuyND for Institute purchasing; maintains purchasing records/receipts and submits ProCard statement reports; conducts research for purchase and maintenance of non-computer office equipment;

  • Manages service/maintenance contracts; serves as main point of contact for service vendors and other contract services for the Institute, including reporting problems, supervising repairs, and ensuring overall effective operation;

  • Functions as facilities coordinator for academic space in Kellogg office suite in Jenkins Hall, including reporting maintenance issues, submitting work orders, and key distribution;

  • Manages the schedule for Kellogg conference rooms in Jenkins Hall;

  • Receives, sorts, and coordinates distribution of incoming mail, packages, and deliveries to the Institute; assists with sending FedEx andĀ UPSĀ packages;

  • Responsible for hiring, scheduling, and processing payments in Ultratime for all Kellogg student employees, including office workers, research assistants, and teaching assistants;

  • Oversees and coordinates staff/student coverage of Institute office;

  • Supervises student workers assigned to the main office.

Administrative Assistance:

  • Provides general office support for the Institute, assisting faculty fellows, visiting fellows, guest scholars, students, and staff with Institute office-related tasks;

  • Provides administrative support to the Director of the Global Leadership Program;

  • Serves as a Concur/TravelND Superuser, providing assistance to other users as needed; prepares expense reports for undergraduate students and other Institute constituents who do not have access to

Concur/TravelND;

  • Facilitates institutional record keeping, works with Database Administrator to ensure timely entry of information and production of reports;

  • Coordinates Institute mailings.

Institute Staff Coordination:

  • Facilitates communication with and among the Institute staff;

  • Coordinates, maintains agenda, and takes minutes for Institute staff meetings;

  • Maintains Institute calendar for staff vacations, travel and other absences from the Institute;

  • Creates, maintains, and organizes online resources (e.g., Google docs, sheets, forms) for the sharing of information and materials among staff;

  • Works with Events Assistant on planning and support for staff-related functions and activities;

  • Serves as liaison for University staff communications.

Minimum Qualifications

  • Associates degree or 3 years of college or technical school required.

  • Minimum of 3 years relevant experience

  • 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.

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

  • Strong oral and written communication skills.

  • Accuracy and attention to detail.

  • Highest standards of confidentiality and discretion.

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

Preferred Qualifications

  • Experience with Macintosh computers preferred.

Quick lin and to apply - http://jobs.nd.edu/postings/9366


 

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