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!
Study everything . Do anything .
Find your passion. Create knowledge. Serve the common good. Prepare for life.
This is what the College of Arts & Letters stands for. We play an integral role in Notre Dame’s mission to serve as the world’s preeminent Catholic research university. We are seeking a passionate and student-focused individual to join our collaborative and creative team as the Department Coordinator in the Department of Art, Art History, and Design .
About the Position
The Department Coordinator provides high-level administrative support to the Department Chair and faculty across three academic divisions: studio art, art history, and design. This multifaceted role supports 20 full-time faculty, 4 concurrent faculty, and 10 staff members, all located in three campus buildings.
The Department Coordinator oversees department budgets, manages personnel and hiring processes, maintains building operations, coordinates course scheduling, and supports both undergraduate and graduate programs. Additionally, the role plays a key part in promoting the department through marketing and communications.
Essential Duties & Responsibilities
Budget & Financial Management
Monitor and reconcile departmental accounts and expense reports
Train faculty and staff on budget systems (e.g., GLez) and travel/procurement policies
Process honoraria, check requisitions, and reimbursements
Conduct budget forecasting and submit annual non-regular budget
Track funding for BFA student awards
Personnel Management
Coordinate faculty hiring (adjuncts, teaching scholars), tenure, promotion, leaves, and renewals
Handle visa applications for international faculty
Maintain confidential personnel records and liaise with Dean’s and Provost’s Offices
Operations & Purchasing
Oversee daily office operations and coordinate building maintenance across Riley and West Lake Halls
Purchase materials and supplies for Studio Art and Design, particularly for adjuncts and graduate students
Manage key distribution and serve as point of contact for building service scheduling
Communications & Marketing
Promote departmental events and programs via website, social media, digital signage, posters, and university channels
Maintain and update departmental website content and calendars
Design and distribute the bi-annual departmental newsletter and event booklet
Photograph events and curate content for graduate/undergraduate thesis websites
Course Scheduling
Collect course information from faculty and manage scheduling via CourseLeaf
Secure classrooms and coordinate cross-listed courses
Add waitlists and ensure schedule accuracy
Program & Student Support
Support undergraduate and graduate student needs, including registration, eForms, course overrides, and GPS adjustments
Assign course numbers for study abroad programs
Manage graduate student stipend data and assist with major advising coordination
Attend and support program meetings and the annual graduation reception
Faculty & Student Employment Support
Post job openings and submit hiring requests for student employees
Approve hours and support student worker onboarding
Prepare reports and assist with clerical and academic administrative tasks
Required
1–2 years of related administrative experience
Strong organizational and time management skills
Excellent written and verbal communication skills
Proficiency with MS Office and comfort with learning new systems (e.g., web content management and scheduling software)
Ability to manage multiple tasks and interruptions with professionalism and accuracy
Customer service orientation and a proactive, problem-solving mindset
Preferred
Background, education, or experience in the creative arts or higher education
Application Deadline to Apply : August 17, 2025
Hiring Pay Range : Up to $23/hour
Required Application Materials : Resume and cover letter
At Notre Dame, we know our impact depends on exceptional people, people like you. We are committed to fostering a vibrant, welcoming community. In keeping with our mission, we encourage applications from all who will help build and strengthen our beloved community. We strive to empower every employee to flourish, knowing your success propels Notre Dame to new heights of impact.
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