Program Coordinator

Program Coordinator

Notre Dame, IN, United States
Full-time
Dean of Arts and Letters
NIC3

Company Description
The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person-mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description
The University Writing Program (UWP) is seeking an organized, collaborative, and detail-oriented Program Coordinator to support the daily operations of a dynamic academic unit. This role is central to the program’s administrative, financial, and instructional coordination and plays a vital part in ensuring faculty, students, and campus partners receive exceptional support.

The Program Coordinator serves as a key liaison among the UWP directors, faculty, student employees, tutors, and University administrative offices, helping deliver efficient operations, thoughtful communications, and meaningful academic programming.

Key Responsibilities

Administration & Director Support

• Oversee day-to-day administration of the University Writing Program
• Manage the Director’s calendar, correspondence, travel, and long-term planning support
• Prepare and organize faculty appointment, reappointment, promotion, and leave documentation
• Coordinate faculty recruitment logistics and campus visits
• Prepare travel and expense reports; verify ProCard transactions
• Attend and record department meetings; maintain electronic records and databases
• Track University and College deadlines and ensure timely submissions

Budget & Financial Oversight

• Conduct monthly budget reviews and monitor unrestricted allocations
• Manage restricted funds, including faculty discretionary, endowed, and grant accounts
• Track expenses and prepare stewardship and forecasting reports
• Coordinate non-regular teaching/support budgets and appointments
• Provide accounting oversight and serve as liaison to College finance leadership

Course Planning & Registration

• Coordinate CourseLeaf forms and semester scheduling (~90 course sections annually)
• Request and compile faculty teaching preferences
• Facilitate course cross-listing and classroom change requests
• Provide registration overrides and assist students with enrollment forms
• Assemble and maintain the Writing Tutorial schedule (~20 course sections annually)
• Support graduate student instructor mentoring and mid-term evaluation processes

Faculty & Student Administration

• Oversee faculty administration processes, including onboarding and offboarding
• Manage postdoctoral appointments
• Coordinate hiring processes for graduate and approximately 50 undergraduate tutors
• Recruit, hire, train, and supervise student office workers
• Approve student payroll using UltraTime

Communications & Office Management

• Oversee departmental communications and website updates
• Draft internal and external correspondence
• Maintain filing systems and department records
• Manage office supplies, equipment purchases, and space assignments
• Coordinate shared office and instructional spaces

Events & Program Support

• Plan and coordinate department events, guest lectures, faculty searches, and receptions
• Manage logistics including room reservations, catering, materials, and travel
• Prepare printed materials, programs, certificates, and recognition items

Facilities Coordination

• Oversee the program’s physical spaces and office provisioning
• Coordinate with the Dean’s Office on office assignments
• Manage scheduling of common-use adjunct and graduate instructor spaces

Qualifications

• Strong interpersonal skills and service orientation
• Ability to organize and prioritize a diverse workload in a fast-paced environment
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail
• Ability to manage multiple projects and frequent interruptions effectively
• Proficiency in Microsoft Word, Excel, and web-based applications, with the ability to quickly learn and navigate new technology platforms.
• Experience with budget tracking or financial management preferred

Additional Information
Applications will be accepted through March 5, 2026

Hiring Pay Range: Up to $25/hour

RESUME & COVER LETTER ARE REQUIRED to be considered for this position. Please add in the attachments section of your application.

The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.

To apply, visit https://jobs.smartrecruiters.com/UniversityOfNotreDame/3743990011749817-program-coordinator

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