Programming & Operations Specialist | ONDISC

The O'Brien Notre Dame International Security Center (ONDISC) is seeking a highly organized, collaborative, and proactive Programming and Operations Specialist to support the Center's academic programming, student engagement, and experiential learning initiatives. Working closely with ONDISC leadership, the Specialist will coordinate high-profile events, manage domestic and international travel, oversee communications and outreach, and support daily Center operations. This role serves as a key point of contact for students, faculty, distinguished guests, and external partners, helping advance ONDISC's mission and foster an engaged community around international security scholarship.
What is the O'Brien Notre Dame International Security Center?
Since 2008, the O'Brien Notre Dame International Security Center (ONDISC) has provided a forum for national security scholars at the University of Notre Dame and elsewhere to come together to explore the most pressing issues in national security policy.
Through research, teaching, and public affairs programming, ONDISC aims to connect policymakers and the public with the very best scholarship in the academy on issues of international security, broadly defined.
Key Responsibilities:
Program, Conference & Event Management
Plan and execute ONDISC events, including the seminar series, academic workshops, fellows celebration, and annual student engagement activities.
Coordinate event logistics, budgets, timelines, registration, and communications to ensure seamless execution.
Manage campus visits for distinguished speakers and guests, including travel arrangements, itineraries, and meetings.
Marketing, Communications & Student Engagement
Develop and implement marketing and social media strategies to increase ONDISC's visibility and student engagement.
Coordinate digital content, email communications, and University-wide campaigns, including ThinkND, Week@ND, and Notre Dame Day.
Supervise a student marketing intern and manage event invitations, RSVPs, and student outreach.
Collaborate with University and external marketing partners to ensure consistent branding and effective communications.
Experiential Learning & Travel Coordination
Manage logistics for domestic and international experiential learning trips, including travel arrangements, itineraries, documentation, and participant communications.
Coordinate travel health, safety, and risk management procedures, including Blue Cross Blue Shield Global Solutions.
Provide occasional on-site support for student trips and coordinate travel for approximately 5–6 seminar speakers each semester.
Student Supervision & Organizational Support
Recruit, train, mentor, and supervise student workers.
Coordinate onboarding for new staff, postdoctoral scholars, and associates.
Maintain operational processes, documentation, and information-sharing systems to ensure continuity and efficiency.
Required:
1–2 years of relevant experience in program coordination, event planning, communications, or administrative operations.
Excellent written and verbal communication skills, with the ability to engage professionally with students, faculty, distinguished guests, and external partners.
Strong organizational and project management skills, with exceptional attention to detail and the ability to manage multiple priorities.
Demonstrated initiative, sound judgment, problem-solving skills, and ability to work independently and collaboratively.
Proficiency in Microsoft Office, Google Workspace, Adobe Acrobat, and related administrative tools.
Experience with budget tracking, expense reconciliation, and administrative processes.
Preferred:
Experience working in higher education, an academic center, or a similarly mission-driven organization.
Experience coordinating domestic and international travel, events, and student programming.
Familiarity with Concur, Trello, FOAPAL/activity codes, and Blue Cross Blue Shield Global Solutions.
Experience with social media, digital communications, and student supervision.

Skills
Project Management, Risk Management, Onboarding, Documentation

Employment type
Full-time

Work arrangement
No