Associate Administrator for Departmental Processes

The University of Notre Dame is seeking a highly organized and detail-oriented Associate Administrator for Departmental Processes to coordinate and manage essential administrative operations supporting faculty and staff.
This role is responsible for a variety of key departmental processes, including faculty appointments, reappointments and promotions, recruitment and hiring coordination, effort certification, performance evaluations, and position management.
Working collaboratively with faculty, staff, and other University partners, the Associate Administrator ensures these processes are managed accurately, efficiently, and in alignment with University policies and procedures, contributing to the department’s overall effectiveness and academic mission.
Key Responsibilities
Coordinate, organize, finalize, and upload documentation in OnBase for faculty appointments, reappointments, and promotions.
Manage faculty recruitment logistics, including interview scheduling, travel coordination, and related expenditures.
Coordinate faculty and staff hiring materials and processes in collaboration with the College of Science, Office of the Provost, and Human Resources.
Oversee the semiannual effort certification reporting process for faculty and staff, ensuring timely completion and follow-up.
Guide supervisors and staff through the annual staff performance evaluation process.
Manage staff position postings, recruitment logistics, and position extensions.
Consult with the Office of General Counsel and International Student and Scholar Affairs regarding faculty and staff appointments, visa matters, and related requirements.
Coordinate with Development on gift routing procedures and endowment spending reports.
Research, compile, and prepare content for the department's bimonthly scholarly activities newsletter, ChemBytes.
Maintain accurate records, monitor deadlines, and support the consistent application of University policies and procedures.
Provide professional administrative support and serve as a liaison between departmental faculty, staff, and campus partners.
One year certificate or training from college or technical school.
3+ years of experience in relevant administrative, human resources, or office management.
Preferred qualifications
Experience using OnBase or similar document management systems.
Experience coordinating faculty appointments, recruitment, performance evaluations, or other human resources processes.
Familiarity with higher education administrative policies and procedures, with a willingness to adapt to evolving University processes and requirements.
Required Skill & Abilities
Excellent organizational skills and strong attention to detail.
Effective written and verbal communication skills.
Professional and efficient interpersonal skills, with the ability to work collaboratively with faculty, staff, and campus partners.
Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
Familiarity with computer technology and proficiency with Google Workspace applications.
Ability to manage multiple responsibilities, prioritize competing deadlines, and maintain accurate documentation.
Strong problem-solving skills and the ability to exercise discretion when handling confidential information.

Employment type
Full-time

Work arrangement
No