Job Description

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

Qualifications

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

• Familiarity with university systems or academic departments

Additional Information

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.