Administrative Assistant Institute Educational Initiatives

Position: Administrative Assistant Institute for Educational Initiatives
Location: Notre Dame

Job Description

The Administrative Assistant provides essential operational, logistical, and administrative support to the Advancing Latino and Multilingual Learner Achievement (ALMA) Initiative within the Institute for Educational Initiatives (IEI) and the Alliance for Catholic Education (ACE). This role also provides limited support, as needed, to the Program for Inclusive Education (PIE) and the Office of Professional Standards
.

Reporting to the ALMA Associate Director
, the Administrative Assistant plays a key role in ensuring smooth daily operations across ALMA’s six programs. Responsibilities include managing communications, supporting event and program logistics, maintaining records and databases, processing fiscal transactions, and assisting licensure workflows for the ENL Hernandez Fellows Program.

Essential Duties & Responsibilities Support Daily Operations of ALMA, PIE, and the Office of Professional Standards

• Manage ordering and inventory of office supplies, program materials, and branded items; coordinate with internal and external vendors; adhere to University procurement and IEI branding guidelines.
• Maintain ALMA program calendars, manage the shared email inbox, triage inquiries, and ensure timely communication to team members.
• Process fiscal transactions including invoices, reimbursements, credit card reconciliations, expense reports, and payment collection; collaborate with the IEI Business Office to ensure compliance with University fiscal procedures.
• Participate in weekly supervision and monthly ALMA team meetings; track task progress and communicate updates proactively.
• Support ENL Hernandez Fellows Program by collecting/tracking applications and managing billing and payment workflows.
• Provide administrative support for PIE and the Office of Professional Standards.

Coordinate Logistics for ALMA Summer Programs, Conferences, and Retreats

• Plan and coordinate logistics for all ALMA programming—including travel, lodging, catering, meeting spaces, hospitality, materials, and detailed event schedules.
• Arrange travel for team members and guest presenters through Anthony Travel; manage itineraries and flight records.
• Reserve event and meeting spaces; coordinate room setup, audiovisual needs, and campus services such as Parking, Catering, and General Services.
• Support program preparation by handling printing, collating materials, assembling mailings, creating nametags, table tents, and more.
• Act as liaison with University departments and external partners (hotels, housing, transportation, catering, parking services) to ensure smooth execution of all events.

Other Duties as Assigned

• Provide general administrative support across the Institute for Educational Initiatives as special projects and emerging needs arise.

Skills, Knowledge & Abilities

• 3–5 years of administrative, program coordination, or office management experience.
• Proficiency with Microsoft Office Suite and Google Workspace.
• Excellent organizational skills with the ability to multitask, prioritize, and meet deadlines.
• Strong written and verbal communication skills and commitment to exceptional service.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• High attention to detail, accuracy in record-keeping, and reliable follow-through.

Preferred Qualifications

• Fluency in Spanish.
• Experience coordinating events, conferences, or educational programming.
• Familiarity with Smartsheet, Airtable, or similar database/CRM platforms.
• Experience with in higher education, Catholic schools, or organizations serving culturally and linguistically diverse communities.
• Knowledge of University of Notre Dame administrative systems (e.g., buyND, Anthony Travel, Concur).

Education & Experience

• Required: High School Diploma or GED
• Preferred: Associate’s Degree or three years of equivalent experience

Additional Information

Final date to receive applications to Apply :
December 19, 2025

Hiring Pay Range :
Commensurate with experience

Required Documents to Upload :
Resume and Cover Letter

Just a quick note that, due to the holiday season, our application review process may take a bit longer than normal and could extend into the new year. Thank you for your patience!

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.

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