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Senior Administrative Assistant
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Position Number: 1138165
Location: Notre Dame, IN
Position Type: Secretary and Administrative Assistants

University of Notre Dame

Senior Administrative Assistant

The University of Notre Dame (ND.jobs) is accepting applications for a Senior Administrative Assistant.

Applications will be accepted until 12/22/2017.

This position serves as the primary assistant to multiple members of the Residential Life Leadership Team, including four directors of Residential Life; offers support within the Office of Residential Life to five additional staff members; manages student workers' schedules and projects; and provides receptionist coverage for front desk by answering phone lines, triaging issues, and welcoming guests in the Duncan Student Center to the office.
This position will also provide administrative support in the areas of communication, logistics, and projects; and will require significant competency with technology (Google Calendar, Gmail, Google forms and documents, Microsoft Office, and Excel).
This position requires a high level of independent judgment, discretion and initiative; a willingness to learn and to take on broad responsibilities; aptitude for gathering and interpreting fragmented data from a variety of sources; high degree of project/organizational management skills; multitasking in a fast pace environment; and the ability to handle sensitive information with a high level of confidentiality.
Administrative Support: Logistics

Manage calendars by scheduling meetings and activities with an understanding of business priorities

Organize internal/external meetings, including venue reservations and orders for tech equipment, catering and supplies

Coordinate business travel arrangements as needed and serve as a delegate in Concur (TravelND) to process reimbursements

Organize interview logistics for full time staff recruitment and selection (travel, lodging, etc.)

Coordinate student hiring and payment processes for ~300 academic year student staff members and ~100 summer student and temporary staff members (building jobs, enter stipends, etc.)

Initiate Manual Journal Voucher transfers and submit reimbursements

Assist rectors with administrative needs, i.e. check requisitions, ordering business cards, purchase orders, etc.

Serve as basic level user as needed for StarREz housing management system, AiM, and Mailchimp

Ensure efficient and smooth office operation

Organize and file paperwork and records in accordance with Residential Life Leadership Team preferences and records retention policy

Utilize BuyND to order supplies for office suite
Administrative Support: Projects

Provide project support to Residential Life Leadership Team, working independently and towards a deadline

Oversee student workers' schedules and projects

Review and edit project work for distribution and consumption by other colleagues within the University

Research, compile and summarize information to support other projects

assigned to Residential Life Leadership Team
Administrative Support: Communication

Demonstrate judgment, tact, and diplomacy in dealing with constituents

Greet guests and provide hospitality on behalf of office

Answer phone lines, answer basic questions, triage issues, and route or elevate calls as appropriate

Initiate communication and receive and respond to internal/external communication with constituents

Create and maintain methods for communicating with regular constituents

Assist with creating and editing potentially highly-confidential material

Record, document, and distribute meeting minutes as needed

Minimum Qualifications:
Bachelors degree (4 years)
5 to 6 years experience Commitment to the Universitys Catholic identity, mission, and values
Successful experience supporting senior-level management
Competence working efficiently and professionally with all levels of the office, division, and University
Self-motivated, enthusiastic, positive team player with a strong work ethic
Demonstrated proficiency for multi-tasking in dynamic work environment
Excellent time management skills
Aptitude for gathering and interpreting fragmented data from a variety of sources
Superior attention to detail
High degree of project/organizational management skills
Ability to handle sensitive information with high level of confidentiality
Proven ability to learn new software programs, processes, and responsibilities
Expertise in Microsoft Office, especially: Power Point, Excel, and Word required; and GMail and Google calendaring
Experience with GLez, Concur, and Endeavor preferred
Experience with graphic design, website design/maintenance, Google Docs, Survey Monkey, and social media desirable

Preferred Qualifications:

ABOUT NOTRE DAME:
The University of Notre Dame, founded in 1842 by Rev. Edward F. Sorin, C.S.C., of the Congregation of Holy Cross, is an independent, national Catholic university located in Notre Dame, Ind. For the fifth consecutive year, the University of Notre Dame has received Honor Roll distinctions as one of the top 10 higher education workplaces in the country in the Chronicle of Higher Education's annual "Great Colleges to Work For" survey...and we are proud of it!

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 is committed to building a culturally diverse workplace. We strongly encourage applications from female and minority candidates and others that will enhance our community. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).

APPLICATION PROCESS:
Please apply online at http://ND.jobs to Job # S171052. For additional information about working at the University of Notre Dame and various benefits available to employees, please visit http://hr.nd.edu/why-nd. The University of Notre Dame supports the needs of dual career couples and has a Dual Career Assistance Program in place to assist relocating spouses and significant others with their job search.