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Dean's Office Administrative Assistant
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Position Number: 1090473
Location: Notre Dame, IN
Position Type: Secretary and Administrative Assistants

University of Notre Dame

Dean's Office Administrative Assistant

The University of Notre Dame (ND.jobs) is accepting applications for a Dean's Office Administrative Assistant.

Applications will be accepted until 10/2/2017.

This position provides direct assistance to the School of Architecture's Dean's Office, which includes the Dean of the School, Associate Deans and the Executive Administrator by performing a variety of administrative support duties, many of which involve strict confidentiality. In coordination with the School's Executive Administrator, this position serves as the first point of contact for students, faculty and other guests or callers that either have questions or are seeking an appointment within the Dean's Office. This includes calendar support for the Dean's Office as well as logistical support and expense report processing for Dean's Office travel.
ESSENTIAL DUTIES:

Serve as first point of contact for anyone seeking an appointment with the Dean's Office or general questions directed to Dean's Office, as well as outside callers that have questions or wish to speak with the Deans.

Draft written correspondence from the Dean's Office (including thank you letters, acknowledgments, Christmas cards, etc.).

Maintain the Dean's Office communication files (filing/archival of sent/received mail and email) and database of contact information.

Provide logistical support for the Deans' daily calendar, including scheduling of meetings within/outside the School and the University. Also, provides required support to the Deans for these meetings (prepare/coordinate materials, acquiring images and preparing them for powerpoint presentations, video/teleconferencing, food/beverages, space reservations and room set up).

Provide logistical support for the Dean's Office travel, including booking of flights, hotels and transportation, lunch and dinner reservations, and arrangement of meetings for during the trip.

Process expense reports for the Dean's Office.

Backup assistance to other staff members in the School as needed.

Minimum Qualifications:
Associates degree or up to 3 years of college or technical school with 5-7 years job experience.
Typing and writing skills are essential, as are accuracy, confidentiality and attention to detail. The ability to manage ones own schedule and assist the deans at the same time is key. Organizational skills are relied on heavily. Must have developed interpersonal skills for communications with the deans, other staff, students, parents, and guests. Must be able to work as an integral part of the team, assisting others, and delegating responsibility to others during peak times.
ESSENTIAL SKILLS:
This job requires a high level of accuracy, timeliness and a professional demeanor when dealing with faculty, peers and students, as well as outside visitors and callers. Responsibilities for this job can vary at times depending upon both external and internal factors, so the ability to prioritize and work effectively in a team environment is important.

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 # S17848. 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.