About this role
The Senior Administrative Assistant, based in the Office of the Dean of the Hesburgh Libraries, provides executive-level administrative support to the Edward H. Arnold Dean and Vice President and Associate Provost, and to the Libraries’ Associate Deans. The Senior Administrative Assistant serves as the primary point of contact for visitors, patrons, and Library employees who contact or visit the Office of the Dean, providing responsive and professional front-line support. This role supports established administrative workflows and the timely and accurate execution of office processes to ensure effective day-to-day operations. This role also supports the planning and execution of events for the Hesburgh Libraries, including calendar management, space reservations, catering and food orders, and budget tracking.
Key Responsibilities:
Administrative Support for Dean, Hesburgh Libraries and Associate Deans
Calendar management for the Edward H. Arnold Dean of the Hesburgh Libraries and three Associate Deans. Manages calendars, scheduling, and project timelines in a complex and fast-paced environment. Coordinates travel arrangements, prepares detailed itineraries for speaking engagements and conference travel, and prepares expense reimbursements.
Event Operations and Program Support
Supports the External Relations and Strategic Events Program Director with event-related logistics, including calendar coordination, space reservations, catering and food orders, and budget tracking. The position collaborates with the Faculty Workforce Operations Associate to support academic programming events and programs as needed.
Office Operations, Inventory, and Meeting Space Coordination
Provides meeting management, orders supplies for the Dean’s Office, tracks budget and spending, and supports inventory control for events and special projects. Assists with the fulfillment of promotional products and inventory management to support the communications team.
Key Attributes for Success
Agility & Flexibility: Highly flexible with a proven willingness to pivot strategies and shift focus when needed to meet the evolving demands of the department.Ability to Thrive in a Fast-Paced Environment: Enjoys and excels in navigating fast-paced work, maintaining accuracy and professionalism even under tight deadlines or changing circumstances.Service Mindset: Presents a welcoming, helpful demeanor as the visible face of the Hesburgh Libraries Dean’s Office to students, faculty, and visitors.Collaborative Orientation: Fosters open communication and collaborative problem-solving; thrives in cross-functional team environments. Minimum Qualifications:
Bachelor’s degree Experience: 1 to 2 years, including at least one year of experience working in an administrative, office-oriented role, preferably with planning or scheduling responsibilitiesStrong customer service, interpersonal, and relationship-building skillsExcellent written and verbal communication skillsExcellent organizational skills and attention to detailProblem-solving skillsProficiency with the Microsoft suite of applications, in particular Microsoft Word and Excel, the Google suite of applications, and general computer literacyPreferred Qualifications:
Two years of work experience in higher education Experience working with academic stakeholders, including faculty, staff, or students Application Deadline: October 20, 2026
Hiring Pay Range: Up to $24/hour, commensurate with experience
Required Documents: Resume & Cover Letter
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 does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.