Job Description

Job Title

Job Description

• Advise the Dean in developing scheduling priorities for the Dean’s Office and the School
• Generate protocols for responding to various kinds of inquiries and managing responses.
• Take minutes at Leadership and Advisory Council meetings, collecting and monitoring action items from meetings, ensuring appropriate follow-up and reporting of accomplished tasks
• Regularly brief the Dean on new and pending or ongoing business
• Provide administrative support to the Dean, including maintaining the Dean’s calendar, making travel arrangements, requesting reimbursements, scheduling meetings, answering phone calls, emails, and other inquiries, and other duties as assigned.
• Organize and support meetings hosted by the Dean by preparing documents, ordering food, and providing basic technical support as needed.

• Respond to inquiries directed to the Dean from a broad range of constituencies, including Notre Dame faculty and staff, Notre Dame alumni, the media, and colleagues at other institutions.
• Act as critical liaison of the Dean and single point of contact with Advisory Council members and benefactors through regular communications by phone, email, and in person.
• Collaborate with the Academic Advancement Director and University Relations, and the Program Director for Events Strategy on the planning, execution and follow-up of the regularly scheduled bi-annual Advisory Council meetings, and other donor meetings.
• Communicate with Institute Directors and other faculty of the school on behalf of the Dean regarding ongoing activities and initiatives of the School
• Maintain Keough School Google groups that are integral to effective communication across the School

• Plan campus visits for faculty job finalists. In coordination with the Dean, determine the appropriate sequence of meetings and create itineraries, make travel arrangements and submit travel reimbursements.
• For new appointments, promotion and tenure, solicit external letters of recommendation on behalf of the Dean
• Review all materials for reappointment/promotion/tenure cases to be submitted to the Provost’s Advisory Committee (PAC), ensuring their accuracy and timeliness for submission, in collaboration with the Faculty Affairs Senior Coordinator.
• Support the Dean in gathering and preparing background materials for meetings with faculty members and for meetings where faculty-related topics are covered.

Minimum Qualifications

• Experience providing advice and support at the executive level and in an academic environment;
• Strong interpersonal skills necessary to deal effectively and courteously with a diverse group of individuals, both internal and external to Notre Dame;
• Experience working in an environment requiring discretion and confidentiality.
• Effective time management skills required to prioritize and plan work;
• Excellent communication skills, both oral and written, as well as ability to proofread carefully; Strong organizational skills; ability to work well in a fast-paced environment as part of a team; Strong familiarity with a variety of software including Excel, PowerPoint, Google Apps, and Word, and the ability to learn in-house computer applications;
• A conversational familiarity with, and interest in, current events and global issues; and a diplomatic orientation, and sensibility to other cultures and cultural differences.

Preferred Qualifications

• Experience organizing executive meetings
• Interacting with scholars on a collegial level
• Experience organizing events
• Basic research skill: library and internet

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