<p>Senior Administrative Assistant | McGrath Institute for Church Life</p> <p>ND Vocation Initiative, VP and Assoc Provst-Faculty Affairs</p> <ul> <li>Notre Dame, IN, United States </li><li>Full-time </li></ul> <p>Senior Administrative Assistant | McGrath Institute for Church Life</p> <p>ND Vocation Initiative, VP and Assoc Provst-Faculty Affairs</p> <p>Apply Now</p> <p>Company Description</p> <p>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!</p> <p>Job Description</p> <p>The McGrath Institute for Church Life at the University of Notre Dame is seeking a highly organized, mission-driven Senior Administrative Assistant (SAA) to support Notre Dame Vision-a vibrant summer conference series and year-round formation program that transforms the lives of high school students and the college mentors who accompany them.</p> <p>This is an exceptional opportunity for someone who loves building relationships, coordinating meaningful experiences, and contributing to a program rooted in faith, formation, and the University's mission of service. As the central administrative hub for Notre Dame Vision, the SAA plays a critical, public-facing role in ensuring a smooth, positive, and welcoming experience for participants, parents, mentors, and ministry partners.</p> <p>Position Summary</p> <p>The Senior Administrative Assistant provides comprehensive administrative, operational, and event-management support for all Notre Dame Vision programs-summer conferences, gatherings, and mentor development initiatives. This position serves as the primary point of contact for the program, representing Notre Dame Vision with professionalism, warmth, and hospitality. The SAA works closely with applicants and their families, diocesan and parish leaders, student mentors, seasonal staff, and campus collaborators to ensure excellent experiences at every stage.</p> <p>Essential Duties & Responsibilities</p> <p>Coordinate On-Campus Events and Conferences</p> <ul> <li>Serve as the lead coordinator for all summer conferences and on-campus events, including guest relations, speaker support, hospitality, room/venue management, and event flow. </li><li>Manage logistics for travel, summer housing, speaker and mentor pay, reimbursements, program expenses, venue reservations, and catering. </li><li>Assist with planning and executing summer programs and related initiatives. </li><li>Oversee ordering, distribution, and payment for all necessary program materials. </li><li>Delegate tasks to student and seasonal workers, ensuring high-quality and mission-aligned delivery of all events. </li></ul> <p>Facilitate Annual Employment Processes</p> <ul> <li>Manage the full application and hiring workflow for approximately 75 student mentors, student employees, and seasonal staff each year. </li><li>Train, supervise, and support student and temporary workers. </li><li>Communicate with diocesan and parish partners to ensure that all program ministers meet suitability and safe-environment requirements. </li></ul> <p>Customer Relations & Partner Engagement</p> <ul> <li>Serve as one of the primary contacts for inquiries about Notre Dame Vision, offering a welcoming, knowledgeable, and professional presence. </li><li>Build and nurture strong relationships with dioceses, parishes, schools, and ministry partners. </li><li>Track contacts, document interactions, and collaborate with Institute colleagues to strengthen outreach and engagement efforts. </li></ul> <p>Database & Registration Management</p> <ul> <li>Oversee participant registration, including scholarships, billing, and communication workflows. </li><li>Manage data accuracy, reporting, and insights that inform program operations and planning. </li><li>Train and guide staff in the use of registration systems and databases. </li><li>Experience with Active, Hubspot or similar CRM tools, Google Sheets/Docs, and Adobe Acrobat is a plus. </li></ul> <p>Additional Responsibilities</p> <ul> <li>Participate in weekly Vision program meetings and serve on the Institute's Administrative Support Team. </li><li>Maintain office supplies and support daily operational readiness. </li><li>Collaborate with administrative leaders across campus and with external partners to ensure seamless operations. </li></ul> <p>Why Notre Dame</p> <p>As you think about next steps, please remember that Notre Dame offers a truly mission-driven environment where employees feel connected to meaningful, impactful work. In addition to a strong culture and sense of community, we offer excellent benefits and resources to support the well-being of our team members.</p> <p>You can explore our full suite of benefits by visiting our Total Rewards page.</p> <p>#LI-AW1</p> <p>Qualifications</p> <p>Qualifications</p> <p>Education (Preferred):</p> <ul> <li>Associate's degree, some college coursework, or technical school training. </li></ul> <p>Experience (Preferred):</p> <ul> <li>3 years of administrative experience. </li><li>Comfort using CRM systems and registration software. </li><li>Experience working within the University of Notre Dame environment. </li><li>Understanding of the life and rhythms of the Catholic Church, especially parishes and high schools. </li></ul> <p>Skills:</p> <ul> <li>Excellent oral and written communication. </li><li>Strong interpersonal and relationship-building skills. </li><li>Exceptional organizational abilities with the capacity to manage multiple tasks and meet deadlines. </li><li>Highly proficient in Google Workspace and Microsoft Office. </li></ul> <p>Additional Information</p> <p>Application Deadline to Apply: December 8, 2025</p> <p>Hiring Pay Range: Up to $26/hour | Commensurate with Experience</p> <p>Additional Documents: For full consideration, upload a cover letter and resume</p> <p>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). 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