Senior Administrative Assistant | Division of Student Affairs

Senior Administrative Assistant | Division of Student Affairs

• Full-time
• Division:
  Vice President for Student Affairs
• Job Subfamily:
  Administrative Operations - UO004
• Unit:
  Office of VP-Student Affairs - 13000
• Job Family:
  University Operations

The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world.

Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

The Division of Student Affairs at the University of Notre Dame seeks a highly organized, collaborative, and detail-oriented Senior Administrative Assistant to manage daily operations for a vibrant, student-facing office. This role serves as the welcoming first point of contact for students, faculty, staff, leadership, alumni, and visitors, fostering a responsive, service-oriented environment within the Division.

This position provides primary administrative and clerical support to senior leadership, directly supporting the Associate Vice President for Student Development, the Associate Vice President for Residential Life, the Director of Communications, and the Director of Finance and Operations.

The ideal candidate possesses exceptional interpersonal skills, a high degree of organizational agility, and the ability to manage complex schedules and projects with minimal supervision. Demonstrating discretion with confidential information and strong proficiency with core administrative technologies is essential.

Essential Duties and Responsibilities

Administrative Support

• Manage calendars by scheduling meetings, events, and activities while balancing competing priorities and business needs.
• Coordinate internal and external meetings, including reserving venues and arranging technology, catering, and other necessary supplies.
• Prepare and process expense reports and reimbursements, coordinate business travel arrangements as needed, and serve as a delegate in Concur (TravelND).
• Receive, respond to, and coordinate internal and external communications on behalf of the professional staff supported by this role and the Division of Student Affairs.
• Assist in the creation, editing, and management of highly confidential materials, documents, and reports.
• Coordinate the excused absence process for students representing the University in approved activities and events.
• Execute, monitor, and track the workflow of Student Affairs and student organization contracts.
• Coordinate the preparation of alcohol exemption letters in partnership with the student organization approval process.
• Manage correspondence, mail, shipping and receiving, records, and departmental files in accordance with University policies and procedures.
• Perform other duties and special projects as assigned.

Office Support

• Provide front desk and receptionist coverage for the office in partnership with another Senior Administrative Assistant.
• Serve as a backup resource to other Senior Administrative Assistants within the office as needed.
• Welcome guests and provide a warm, professional, and hospitable experience on behalf of the Division of Student Affairs.
• Schedule and manage the office conference room, including meeting setup and reset, while ensuring…