Senior Operations Coordinator, Washington D.C.

The Keough School of Global Affairs advances integral human development through research, policy and practice; transformative educational programs; and partnerships for global engagement. Through our commitment to integral human development, we seek solutions in ways that promote the common good and prioritize the needs of the most vulnerable and marginalized. The Keough School Washington Office plays a crucial role in our policy impact work by connecting our faculty and students with policymakers and practitioners. Together, we build relationships and facilitate the exchange of ideas that will make a difference for the world’s most vulnerable people.
The Senior Operations Coordinator is the operational foundation of the Keough School Washington Office. By owning the logistics, systems, and administrative functions of the office and its programs, the Operations Coordinator plays a direct role in ensuring the efficient operations of the office, and serving as the primary point of contact for visitors and guests. The Operations Coordinator reports to the Executive Director, and works closely with colleagues in the Keough School Dean’s Office and in the Keough School institutes and centers.
This role is ideal for a highly organized, proactive professional who takes genuine pride in operational excellence and finds satisfaction in being the person who makes things work. Work will occasionally be required on evenings and weekends for events or student activities. This is a full-time, in-person position based in Washington, D.C.
Key Responsibilities:
Office Management
Serve as first point of contact for visitors and guests via the main phone line and in person
Respond to general inquiries and direct requests to appropriate faculty and staff
Manage mail, packages, and office deliveries
Order and maintain stock of supplies, event materials, and promotional literature
Serve as primary liaison to vendors and service/maintenance contractors; and ensure timely payments
Coordinate office space, furniture, and equipment maintenance, repair, or replacement
Collaborate with relevant administrative units on the main campus as needed
Create, track, and manage the annual office budget in coordination with the Senior Manager and the Executive Director
Student Engagement Support
Provide logistical support for up to three courses per year, including the Washington Program global affairs seminar, a Visiting Professor of the Practice elective, and the MGA DC Immersion course
Provide logistical coordination and in-person support for two weeklong student immersion programs annually: the MGA DC Immersion trip and the undergraduate career trek
Support the on-the-ground execution of experiential learning and professional development opportunities for Keough students in Washington, D.C., including career panels, networking events, workshops, and cultural excursions
Serve as the primary Washington Office point of contact for students during programming
Policy Engagement Logistics and Coordination
Schedule events and manage facility bookings; arrange catering and other vendors for office events
Coordinate guest travel, accommodations, and itineraries
Manage RSVPs, contact acquisition, and guest communications
Oversee all technology and A/V needs during events, with support from campus IT
Produce event materials using communications-provided templates
Provide on-site event staffing incluidng the set up and break down of furniture, wall configurations, and A/V equipment for classes, events, and meetings
Serve as liaison to staff in other university units co-organizing DC engagements with the Washington Office and works with them to ensure that each event receives adequate support in planning and execution.
Act as the point person in coordinating visits to campus by policy experts and partners
Provide logistical support for other faculty policy engagement activities
Maintain documentation and knowledge management for event best practices
Contact Database Management
Maintain and update the Washington Office's CRM/contact database in coordination with the on-campus communications team
Track contact and organizational engagement data to support the outreach and engagement work led by the Executive Director
Maintain accurate and up-to-date database records of Keough School and Notre Dame alumni working in international development and foreign policy
Administrative Support
Support the Executive Director with scheduling, file management and note-taking during meetings
Assist with expense report submission and reconciliation support as needed
Minimum Qualifications
Bachelor’s degree (4 years)
1-2 years of relevant experience in office management, event coordination, or program administration
Work Authorization in the United States
Skills and Experience:
Strong organizational skills and exceptional attention to detail
Excellent written and oral communication skills
Proactive, self-directed work style with the ability to anticipate needs and solve problems independently
Comfort with in-person, logistical, and hands-on work
Proficiency with Microsoft Office, Google Suite, and calendar/booking systems
Preferred Qualifications
Familiar with the Washington DC area and landscape
Interest in global affairs, international development, or foreign policy
Work Environment & Physical Demands
Ability to lift small furniture and move throughout the office to support events and meetings.
Flexibility to work occasional early mornings, evenings, or weekends as needed.

Employment type
Full-time

Work arrangement
No