University of Notre Dame

Job Description

Come join the The Naval Science Department at the University of Notre Dame as our Staff Assistant! In this role, your primary responsiblity is to provide administrative and clerical support to the Chair and Professor of the Naval Science Department (PNS). You will also serve as the key University liaison support to the PNS and Naval Reserve Officer Training Corps (NROTC) faculty staff.

Why this role:

If you seek to suport others and would love an oportunity to make a larger, more positive impact in your next role, this is it. You’ll find that the officers, faculty, staff, and students you’ll collaborate with have cultivated an exceptional culture and forged a robust team—one that you’ll be proud to join. There is also the opportunity for a flexible work schedule once established in the role as well!

What we’re looking for:

We’re looking for someone with strong organizational skills who can keep track of important deadlines, correspondence, documents, and multiple schedules. We’re also excited to find that person with initiative and ability to learn, who is adept at building strong internal relationships and enjoys meeting and helping others. If this sounds like you, please read on!

Here are some of the activities you will perform:

• Staff reproduction/record clerk: gather data and prepare spreadsheet for Awards and correspondence; send letters to parents; copy, scan, and fax departmental correspondence to internal and external customers
• Manage & order inventory of office, faculty break room, and other supplies
• University liaison: work closely with other departments such as HR, OIT, Facilities, Registrar (for scheduling of classes); etc.
• Appointment clerk: Maintain Chair & Professor of Naval Science (PNS) Calendar; coordinate and schedule appointments, meetings, and engagements based on specific instructions; schedule room(s) and equipment; maintain the Tri-Military and ROTC Chaplain’s Calendar
• Receptionist: Greet and welcome visitors, students, and guests; answer multiple phone lines and direct outside customer inquires to appropriate personnel
• Plan and coordinate special departmental events/projects; track NROTC event RSVPs
• Correspondence/mail clerk: Prepare, originate, create, send, and receive all official University correspondence for department Chair/Professor and Staff; merge, create, and maintain database for department correspondence, letters, and envelopes; coordinate with Staff Supply Tech in the preparation and receiving of U.S. Mail and Federal Express shipments; oversee and distribute departmental and all TriMil ROTC branches mail.
• Assistant for incoming Freshmen Coordinator: Assist and monitor correspondence to include informational packets for all incoming freshman; track potential incoming students via the Navy 61 Report and initiate correspondence letters to students, parents, and ND Admissions.

If you’re ready to join a great team and add your skills, experience, and can-do attitude to this outstanding culture, apply today!

Minimum Qualifications

• High school diploma or GED (or equivalent)
• At least 6 months of professional experience
• Strong organizational skills needed to track multiple deadlines, projects, schedules, etc.
• Ability to build healthy interdepartmental and external relationships
• Experience using software such as Excel, Word, Google suite, etc.
• Excellent customer service and communication skills for greeting visitors and answering inquiries in person, on the phone, and via email.

Preferred Qualifications

These qualifications are not required to apply, but having one or more of them may enhance the potential to be considered a top candidate:

• Administrative Support experience
• Military service or familiarity with military service (ie: spouse, family, etc.)