University of Notre Dame Administrative Assistant in Notre Dame, Indiana

Position Information

Job Description

The Administrative Assistant (AA) serves as the primary point of contact for the Law School. The AA provides administrative support to the team members for the Administrative and Student Services offices. The AA will have the ability to work independently on special projects, from conception to completion, as assigned by the administrative team. The AA must be able to work in a fast-paced office. The AA is expected to handle a wide variety of activities while responding to student, faculty, staff and building office needs.

Essential Duties and Responsibilities:

  • Function as the primary point of contact for the Law School. Responsible for answering the main phone line and welcome walk-in visitors. Screen calls and transfer to appropriate party. This position is the first point of contact for the Administrative and Student Services Office. Due to the importance of fulfilling the receptionist duties, this position is restricted most of the day to the office and desk. (25%)

  • Provide administrative assistant support by completing expense reports (for students, faculty and administrative team) using travelND, check/cash requisitions and building/maintenance work orders using electronic system (AIM). (This person will work with outside vendors for scheduling work within the building.) Prepare deposits for various expenses and reimbursements. Complete purchase orders, submit office supply orders, etc. using electronic system (buyND). Monitor and update office/building key distribution list for Eck Hall of Law and coordinate the distribution and collection of keys for faculty, staff and students. Receive building maintenance calls, such as heating/cooling issues, and contact appropriate departments for resolution. (25%)

  • Must be prepared to complete special projects that will be assigned throughout the year, particularly in support of the Assistant Dean for Academic and Student Affairs’ oversite of the Admissions and Career Development Offices. (20%)

  • Process student employment appointment paperwork and monitor work hours for all student employees. Collect and track student time cards, approve hours in Ultra-time, run quarterly student employment hourly usage reports. Coordinate the schedule for and assign duties to undergraduate workers. Possibly assist with updating and collecting data for non-regular faculty appointments using the hiring systems selected by the Provost Office, which is currently Interfolio. (15%)

  • Provide administrative assistance by assisting with the coordination of special events, such as, Orientation, Commencement, Prize Day, and Moot Court Showcase Argument. Duties will include ordering, printing, distributing tickets, making travel arrangements, and submitting work order requests. Update award plaques with newly named recipients. Be the point of contact with the Stewardship Department in providing updated lists of award recipients. Work with Web Master with scheduling special events using the Faculty/Student Calendar event form, and if needed assist with posting on web page. Obtain bar examination results on our graduates for the State Bar Examiners and track results for reporting on the American Bar Association Annual Questionnaire. This position is responsible for communicating with the State Bar Examiner offices to obtain bar examination results, assemble the data, track bar examination results and submit reports to the administrative team for completing the American Bar Association Annual Questionnaire and for every seven years, American Bar Association Site Visit Accreditation. (15%)

Minimum Qualifications

Associate’s degree or up to 3 years of college or technical school. This position requires exceptional interpersonal skills to work with a diverse group of faculty, staff, students & visitors. Must be able to multi-task. Proficient in Microsoft Office Software. Preferable has knowledge of University software systems, such as, travelND, buyND, Sakai, AIM & Banner.

Preferred Qualifications

Preferably a Bachelor’s degree.

Job Title: Administrative Assistant

Department: Dean's Office-Law School (33000)

Department Website: law.nd.edu

Family / Sub-Family: General Admin / Dept Admin

Career Stream/Level: NIC 2 Coordinator

Department Hiring Pay Range: $12.61 - $18.20 per hour

Pay ID: Bi-Weekly

FLSA Status: S3 - FT Non-exempt Hourly

Job Category: Office/Clerical

Job Type: Full-time

Schedule: Days of Week & Hours: 8am-5pm M-F

Schedule: Hours/Week: 40/week

Schedule: # of months: 12 months

Job Posting Date (Campus): 07/13/2018

Job Posting Date (Public): 07/13/2018

Job Closing Date: 07/27/2018

Posting Type: Open To All Applicants

Posting Number: S18580

Quick Link for Internal Postings: http://jobs.nd.edu/postings/13383