Office Coordinator

Office Coordinator

Notre Dame, IN, United States
Full-time
Vice President of Research
NIC3

Company Description

The University of Notre Dame is more than a workplace; it is 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 Office Coordinator serves as the central administrative and operational support professional for the University of Notre Dame's Washington Office. This role is responsible for ensuring the smooth, efficient, and professional day-to-day operation of the office by coordinating administrative activities, managing logistics, supporting events and programs, and providing exceptional service to visitors and stakeholders. As a key member of the Washington Office team, the Office Coordinator helps create a welcoming, organized, and mission-driven environment that advances the University's academic, governmental, and outreach initiatives in the nation's capital.

This position requires regular on-site presence at the Washington Office to support daily operations, events, and visitor engagement. Evening and weekend work may be required to support special events and programming.

Key Responsibilities

• Serve as the primary administrative and operational support professional for the Washington Office, ensuring the efficient day-to-day functioning of the office.
• Coordinate and manage office operations, including supplies, equipment, facilities-related needs, vendor relationships, and administrative processes.
• Maintain organized records, files, databases, and documentation in accordance with University policies and procedures.
• Coordinate calendars, meetings, travel arrangements, and other administrative activities to support office leadership and staff.
• Process invoices, expense reports, purchasing requests, and other routine financial and administrative transactions.
• Serve as the first point of contact for visitors, faculty, staff, students, alumni, policymakers, and external partners, providing a welcoming and professional experience.
• Respond to inquiries, facilitate connections, and direct individuals to appropriate resources and personnel.
• Foster a hospitable and mission-aligned environment that reflects the values and priorities of the University of Notre Dame.
• Coordinate logistics for meetings, conferences, lectures, receptions, and other programs and events hosted by the Washington Office.
• Manage event-related activities, including scheduling, registration, catering, vendor coordination, materials preparation, and on-site support.
• Support the successful execution of events by providing hands-on coordination before, during, and after programs.
• Prepare, edit, and distribute correspondence, reports, presentations, and other communications.
• Facilitate communication and information sharing among Washington Office staff, University departments, and external stakeholders.
• Assist with special projects and initiatives that support the strategic goals and mission of the Washington Office.
• Exercise sound judgment, professionalism, and discretion when handling confidential or sensitive information.
• Provide occasional evening and weekend support for events, programs, and office activities as needed.

Qualifications

• Associate degree required, or equivalent combination of education and experience.
• Up to three years of college coursework or technical school education may be considered in lieu of a completed degree.
• 2+ years of administrative, office coordination, customer service, or related professional experience required.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Demonstrated professionalism, discretion, and customer-service orientation.
• Ability to work independently while also collaborating effectively with colleagues and stakeholders.
• Strong attention to detail and commitment to accuracy.
• Proficiency with standard office technology and software applications.
• Ability to adapt and thrive in a fast-paced, dynamic environment.

Working Conditions

• Position is based on-site at the University of Notre Dame Washington Office in Washington, D.C.
• Regular in-person attendance is required.
• Evening and weekend hours may be necessary to support office events and programming.

About the University of Notre Dame Washington Office

The University of Notre Dame Washington Office serves as the University's presence in the nation's capital, fostering engagement among faculty, students, alumni, policymakers, and community partners. Through academic programming, policy discussions, research initiatives, and outreach activities, the office advances Notre Dame's mission and impact in Washington, D.C.

Additional Information

Salary up to $63,500 commensurate with experience.

Please include a cover letter and resume with your application.

Applications due by 6/13/26