"Office Coordinator Art, Art History & Design"

Office Coordinator Art, Art History & Design

Notre Dame, IN, United States
Full-time
Dean of Arts and Letters
NIC2

Company Description

The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person-mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University's mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description

The Department of Art, Art History, & Design is seeking a highly organized and service-oriented Office Coordinator to support the department's event programming and daily operations. Working closely with departmental leadership, faculty, staff, and students, the Office Coordinator provides event planning, logistical coordination, and administrative support across the academic year.

Essential Duties & Responsibilities

Event Planning & Coordination

• Plan and coordinate departmental events, lectures, exhibitions, reviews, conferences, and recruitment activities throughout the academic year
• Research and arrange travel and hospitality for visitors, guest speakers, prospective students, and faculty searches
• Coordinate prospective student visits, facility tours, graduate student walkthroughs, and end-of-semester reviews
• Support large-scale departmental events such as Riley Open House, Design Alumni Conference, Wrappe Chicago Trip, Visiting Scholar Lecture Series, and senior and graduate thesis exhibitions

Office & Program Support

• Maintain the departmental calendar and ensure events are accurately scheduled and communicated
• Process purchasing requests, manage supply inventory, and oversee equipment and materials needs
• Submit and track building repair and maintenance requests for Riley and West Lake Halls
• Compile and organize data for the department's annual report
• Assist with departmental communications and marketing efforts

Undergraduate & Graduate Program Support

• Provide administrative and scheduling support for undergraduate and graduate programs
• Coordinate faculty-student advising schedules and assign students to advisors based on academic history and interests
• Provide overflow support to undergraduate and graduate program coordinators as needed

Faculty Support

• Assist faculty with course needs, registration issues, and general clerical support

Other Duties as Assigned

• Perform additional responsibilities as assigned by departmental leadership

Qualifications

Education & Experience:

• Associates degree or up to 3 years of technical school
• 1-2 years of administrative experience

Skills:

• Friendly, professional, and welcoming disposition
• Excellent organizational and communication skills
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and respond effectively to frequent interruptions
• Ability to prioritize deadlines and work independently
• Proficiency with standard office software, including Google Workspace (Gmail, Calendar, Docs, Sheets, Forms, Slides)
• Commitment to confidentiality and professionalism when handling sensitive information

Additional Information

Application Deadline Date: January 25, 2026

Hiring Pay Range: Up to $23/hour

Required Application Materials: Resume and cover letter

This is a 9-month position, working 30 hours per week from August through May, with June and July off