Faculty Support, Meetings & Events Assistant

Job Description

The Faculty Support, Meetings & Events Assistant provides comprehensive administrative, event planning, and financial support for the Department of Chemical and Biomolecular Engineering. This position is responsible for coordinating and executing department meetings, lectures, seminars, and special events while also supporting faculty with expense reporting, payment processing, and data reporting activities.

The individual in this role serves as a key point of contact for faculty, visitors, guest speakers, alumni, and academic partners, ensuring a welcoming and hospitable experience that reflects the mission and values of the University of Notre Dame. The position requires exceptional organizational skills, attention to detail, customer service, and the ability to manage multiple priorities in a fast paced academic environment.

Key Responsibilities

• Provide administrative support to the Department Chair and Director for Inclusive Excellence and Engagement (DIEE) in coordinating the department's seminar speaker program and related activities.
• Coordinate travel, itineraries, hospitality, meeting logistics, and expense reimbursements for guest speakers, visitors, and faculty recruitment candidates.
• Collaborate with department staff and campus partners to promote seminars and support successful execution of departmental meetings, lectures, receptions, retreats, and special events, including the Thiele and Reilly Lectures.
• Manage event logistics including venue reservations, catering, schedules, materials, travel arrangements, and on-site support.
• Serve as an expense delegate for faculty and process reimbursements, invoice payments, and financial transactions using University systems including Concur (TravelND), BuyND (Jaggaer), and related financial tools.
• Ensure accurate and timely financial documentation and provide guidance to faculty and visitors regarding payment and reimbursement procedures.
• Assist with faculty research effort reporting and analyze financial and operational data from University systems.
• Support the preparation of annual reports, stewardship impact statements, budget reporting, forecasting, and other departmental or college level reporting needs.
• Maintain accurate records, documentation, and reporting related to departmental operations, events, and financial activities.

Qualifications

• Bachelor Degree, preferably in hospitality management, business administration, communications, or a related field.
• 2+ years experience in related administrative, hospitality, business operations, or event planning experience required.
• Exceptional customer service, interpersonal, and written/verbal communication skills with the ability to effectively engage diverse audiences and professional levels.
• Strong organizational, time management, multitasking, and prioritization skills with a high degree of accuracy and attention to detail.
• Demonstrated professionalism, discretion, hospitality mindset, and ability to work collaboratively in a team oriented environment.
• Proficiency in Microsoft Office Suite and standard computer applications.

Preferred Qualifications

• Experience in higher education or academic environments is preferred.
• Experience coordinating meetings, events, or hospitality services strongly preferred.
• Familiarity with financial and reimbursement systems such as Concur, BuyND (Jaggaer), and related financial software preferred.