Institute Administrative Coordinator
Job Description
Job Title
Institute Administrative CoordinatorJob Description
The Institute Administrator Coordinator for the Wireless Institute at the University of Notre Dame plays a crucial role in supporting operational, administrative, and research activities. This position requires strong organizational, administrative, and communication skills, with the ability to work independently in a fast-paced environment.
Key Responsibilities:
- 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.
This position is essential for fostering collaboration and ensuring the success of the Wireless Institute at Notre Dame.
Please note that this is a 3-year limited-term position, with the possibility of renewal dependent upon funding.
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Minimum Qualifications
Education:
- Associate’s degree or up to 3 years of college or technical school.
Experience:
- At least 3 years of relevant experience.
Knowledge and Skills:
- 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.
Writing and Editing:
- Excellent skills for preparing proposals, reports, and letters.
Administrative Abilities:
- Advanced organizational and management skills, particularly in budgeting.
- Proficient in word processing, spreadsheet, and presentation software.
Interpersonal Skills:
- Exceptional ability to collaborate and coordinate with faculty and administrative personnel.
Professionalism:
- High degree of discretion for managing confidential tasks.
Software Proficiency:
- Proficiency in standard software programs such as:
- Word, Excel, PowerPoint, Access, Adobe, Filemaker Pro, Emma, Google Workspace, Canva, WordPress
Task Management:
- 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
Please note that this is a 3-year limited-term position, with the possibility of renewal dependent upon funding.
Department
Electrical Engineering (31025)Department Website
wireless.nd.eduFamily / Sub-Family
University Operations / Administrative OperationsCareer Stream/Level
NIC 3 TechnicianDepartment Hiring Pay Range
$17.50 - $29.44/hr | Commensurate with experiencePay ID
Bi-WeeklyFLSA Status
S3 - FT Non-exempt HourlyJob Category
Office/ClericalJob Type
Full-timeSchedule: 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
40Schedule: # of months
12Job Posting Date (Campus)
10/18/2024Job Posting Date (Public)
10/18/2024Job Closing Date
11/01/2024Posting Number
S251499Quick Link for Internal Postings
https://jobs.nd.edu/postings/36122*Please mention you saw this ad on DiversityInUniversities.*
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