Job Title

Institute Administrative Coordinator

Job Description

• Operations Management: Oversee daily operations, manage budgets, coordinate events, and support grant-related activities.
• Administrative Support: Assist faculty and leadership with grant proposals, database maintenance, and managing student workers.
• Event Coordination: Organize and execute conferences, meetings, and seminars, ensuring smooth communication with stakeholders.
• Confidential Tasks: Handle sensitive information related to reports for university leadership and external grant agencies.
• Research Support: Contribute to preparing research grant proposals, budget narratives, and reports, including data collection and budget reconciliations.
• Program Management: Oversee the REU AWARE summer undergraduate research program, managing participant logistics, housing, meals, and social activities.
• Student Employment: Identify and manage student employment opportunities, including scheduling and responsibilities for the Wireless Institute and SpectrumX.
• Administrative Tasks: Manage grant budgets, produce updates, and coordinate complex calendars. Provide monthly accounting projections and oversee the WI Business Development meetings.
• Writing and Editing: Support co-directors with documentation for major research proposals, maintain faculty bibliographies and CVs, and manage the WI website and social media content.
• Event Planning: Plan and execute events, handling logistics from invitations to catering. Foster relationships with campus partners to ensure seamless event delivery.
• Communications Liaison: Act as the primary contact for the Engineering Communications team regarding Electrical Engineering and the Wireless Institute, proposing stories and updates for the website.

Minimum Qualifications

• Associate’s degree or up to 3 years of college or technical school.

• At least 3 years of relevant experience.

• Solid working knowledge of research projects and grant administration.
• Familiarity with data handling and statistical software.
• Understanding of research grant application processes, including Notre Dame’s grant proposal and financial systems.

• Excellent skills for preparing proposals, reports, and letters.

• Advanced organizational and management skills, particularly in budgeting.
• Proficient in word processing, spreadsheet, and presentation software.

• Exceptional ability to collaborate and coordinate with faculty and administrative personnel.

• High degree of discretion for managing confidential tasks.

• Proficiency in standard software programs such as:
• Word, Excel, PowerPoint, Access, Adobe, Filemaker Pro, Emma, Google Workspace, Canva, WordPress

• Ability to manage multiple tasks in deadline-driven environments with accuracy and efficiency.
• Thrive in fast-paced settings, balancing competing priorities and meeting strict deadlines.

Preferred Qualifications

• Bachelor’s Degree preferred

Special Instructions to Applicants

Department

Electrical Engineering (31025)

Department Website

wireless.nd.edu

Family / Sub-Family

University Operations / Administrative Operations

Career Stream/Level

NIC 3 Technician

Department Hiring Pay Range

$17.50 - $29.44/hr | Commensurate with experience

Pay ID

Bi-Weekly

FLSA Status

S3 - FT Non-exempt Hourly

Job Category

Office/Clerical

Job Type

Full-time

Schedule: Days of Week & Hours

• Monday – Friday, 8:00 – 5:00 p.m.
• One day remote during the academic year.
• Two days remote during the summer.

Schedule: Hours/Week

40

Schedule: # of months

12

Job Posting Date (Campus)

10/18/2024

Job Posting Date (Public)

10/18/2024

Job Closing Date

11/01/2024

Posting Number

S251499

Quick Link for Internal Postings

https://jobs.nd.edu/postings/36122