University of Notre Dame Administrative Assistant in Notre Dame, Indiana

Position Information

Job Description

The Center for Informatics and Computational Science (CICS) is seeking a talented individual to fill the role of administrative assistant. The administrative assistant works with the faculty director and CICS affiliated faculty by performing key administrative, research support, budgeting and financial administration, procurement, writing and editing, and communications functions. The responsibilities include confidential functions (including reports to the Vice President for Research, the Deans, financial offices, Notre Dame Research, Restricted Funds Accounting, and other administrative units of the University), as well as critical communications with grant agencies, professional organizations, and research organizations outside of the University. The administrative assistant contributes to the preparation of annual budgets, budget narratives, research proposals, and reports. The position involves acquiring and downloading information from the web, performing basic data collection and manipulation, including running simple statistics. The administrative assistant also provides support for budget reconciliation including electronic purchase requisition, monitoring ProCard activity, preparing invoices and check requisitions and expense vouchers. The administrative assistant will process appointment forms, stipends, time cards, and files. Planning conferences, colloquia, meetings, and seminars, both on campus and off is also a responsibility of this position. The administrative assistant will support communications functions, including preparing reports, presentations, agendas, minutes, answering phones and routing calls, preparing written correspondence, updating website, making travel arrangements, scheduling meetings and appointments, reserving rooms, and preparing PowerPoint/Keynote slides and other duties of similar scope as assigned.

Minimum Qualifications

Bachelor’s degree required. Working knowledge of research project and grant administration. Self-direction, confidence, and ability to take independent initiative in performing new and non-routine tasks. Familiarity with computer software for data handing and statistics, with research grant application and ND’s grant proposal and financial processing systems. Good writing and editing skills for proposals, reports, and work on papers. Strong skills, experience, and confidence in administration, organization, and management, including advanced business skills, experience in budgeting, word processing, spreadsheet, and presentation software required. Excellent interpersonal skills are needed to interact, coordinate, and problem-solve effectively with a variety of faculty and administrative personnel internal and external to the University. Must possess a high level of discretion and professionalism. Must be familiar with standard software, including Word, Excel, Access, Adobe, Filemaker Pro, email clients. The successful candidate must possess the ability to work effectively under deadlines.

Job Title: Administrative Assistant

Department: SAPC Projects (43341)

Family / Sub-Family: General Admin / Dept Admin

Career Stream/Level: NIC 2 Coordinator

Department Hiring Pay Range: $12.60 - $19.23/hourly

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, 8am-5pm

Schedule: Hours/Week: 40

Schedule: # of months: 12

Job Posting Date (Campus): 10/10/2018

Job Posting Date (Public): 10/10/2018

Job Closing Date: 10/24/2018

Posting Type: Open To All Applicants

Posting Number: S18864

Quick Link for Internal Postings: