Administrative Assistant
University of Notre Dame - Notre Dame, IN

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Job Description

The Administrative Assistant provides administrative support to the Integrated Biomedical Sciences (IBMS) Ph.D. program, including the Director of IBMS and current and prospective graduate students within the program. This position oversees and organizes the progression of graduate students from recruitment to placement and is closely involved with all processes and procedures related to graduate student recruitment, admissions, and studies. The Administrative Assistant is also involved with marketing for the program and monitoring expenditures of IBMS funds.

Specific responsibilities involve the following aspects:
  • The Administrative Assistant works closely with the Director of IBMS and the Graduate School regarding all aspects of graduate student admissions and recruitment for the program, including maintaining files and databases for prospective students and those applying for admission to the program, using the database to generate various reports and statistics, maintaining contact with the Graduate School related to incoming graduate student issues, receiving and processing applications for admissions, responding to student inquiries, assisting incoming graduate students with administrative issues, assisting with travel arrangements for recruiting prospective students, and monitoring expenditures of IBMS funds related to graduate recruitment.
  • This position works closely with the Director of IBMS and the Graduate School regarding all aspects of graduate studies for the program, including managing and maintaining graduate student records for IBMS, creating and maintaining files and databases, composing correspondence to US and foreign students, administering Graduate School paperwork, providing current student information to the International Student Office, coordinating student involvement in program activities, monitoring expenditures of IBMS funds related to graduate studies.
  • The Administrative Assistant is involved with marketing for IBMS, including website updates and modifications; e-mail composition to program listserv(s) and other intended recipients; designing, editing, and publishing marketing materials for the program; event planning; attendance at various meetings; and completion of any other additional duties, as assigned.
  • The IBMS Administrative Assistant will provide administrative support to the Director of IBMS in any other capacities needed.
This position is part-time, with the possibility of transitioning to full-time during summer 2012 and beyond.

A preferred candidate has been identified.

Minimum Qualifications

A high school diploma or equivalent is required. Additionally, the candidate must have at least three years of previous business office experience.

The ideal candidate must have strong communication and business writing skills, including above-average spelling, grammar, and proofreading. Excellent interpersonal skills, organization, time management, flexibility, initiative, and the ability to multi-task are imperative. The applicant must have a strong knowledge of computer operations and applications, including Microsoft Word, Microsoft Excel, and Adobe Acrobat, as well as the ability to learn in-house and external computer applications.

Preferred Qualifications

A college degree is preferred, but not required.

Special Instructions to Applicants

Required Applicant Documents


Cover Letter



Department Website


General Administration


Department Administration

Career Stream/Level

NIC 2 Coordinator

Department Hiring Pay Range

Market Reference Ranges

$11.65 - $19.97 per hour

Pay ID


FLSA Status


Job Category


Job Type

PT: <30 HRS/12 MOS

Schedule: Days of Week & Hours

Monday - Friday, 8 a.m. - 12 p.m.

Schedule: Hours/Week


Schedule: # of Months


Job Posting Date (Campus)


Job Posting Date (Public)


Job Closing Date


Posting Type

Internal and External Applicants

Job Number



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The University of Notre Dame, founded in 1842 by a priest of the Congregation of Holy Cross, is an independent, national Catholic university...