Job Description

The Department of Biological Sciences is seeking a Departmental Coordinator to support the daily operations of the department in a key administrative role. This position provides essential support across academic programs, faculty and student services, communications, and logistical coordination. The Coordinator will work closely with faculty, students, staff, and campus partners to ensure the efficient and smooth functioning of departmental activities.

While the initial focus will be on supporting graduate programs—including recruitment, admissions, and student services—the scope of responsibilities may evolve based on departmental needs and periodic assessments.

The ideal candidate will be adaptable, flexible, organized, with a demonstrated ability to manage multiple priorities while providing excellent service in a dynamic academic environment.

Key Responsibilities:

Academic Program Support
Coordinate and provide administrative support for undergraduate and graduate academic programs. Tasks include course scheduling, student communications, managing stipends and student employment, and supporting admissions and recruitment activities.

General Departmental Operations
Manage departmental logistics such as space reservations, responding to emails and calls, greeting visitors, maintaining departmental calendars, gathering data for reports, and supporting internal processes.

Faculty and Leadership Support
Provide administrative support to faculty and department leadership including calendar management, event coordination, travel arrangements, and correspondence.

Communications
Assist in creating and maintaining departmental communications including website updates, social media content, internal messaging, and coordination with university communications offices.

Special Projects and Other Duties
Undertake special projects and provide additional support as assigned by the Department Chair or Administrator to meet evolving departmental needs.

Qualifications

Required Education and Experience:

• Associate’s degree or equivalent (up to 3 years of college or technical school)
• 3–4 years of relevant administrative experience

Preferred Education:

• Bachelor’s degree

Skills and Attributes:

• High degree of professionalism, integrity, and discretion
• Strong interpersonal and customer service skills
• Excellent written and verbal communication abilities
• Proven ability to manage multiple priorities in a fast-paced environment
• Ability to collaborate effectively and gain trust and confidence across a diverse academic community
• Adaptability, flexibility, and a problem-solving mindset
• Proficiency in Google Workspace (Docs, Sheets, Calendar, etc.)
• Ability to learn and utilize new technologies and systems quickly
• Friendly, approachable, and service-oriented demeanor

Additional Information

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.