Overview
Administrative Project Assistant Jobs in Hastings, MN at Iron Eagle Industrial Services
Senior Administrative Assistant
University of Notre Dame
The University of Notre Dame (ND.jobs) is accepting applications for a Senior Administrative Assistant.
Applications will be accepted until 03/14/2025.
Senior Administrative Assistant, Dean’s Office – School of Architecture
Are you a highly adaptable and detail-oriented administrative professional ready to support the School of Architecture’s leadership? The Dean’s Office is seeking a proactive Senior Administrative Assistant to provide essential support to the Dean and the Academic Affairs & Administration Program Director. This role requires exceptional organizational skills, discretion, and the ability to thrive in a fast-paced, dynamic environment.
As the first point of contact, you will create a welcoming and professional atmosphere for all guests, faculty, and staff, reflecting the School’s commitment to respect and excellence.
Key Responsibilities:
Dean’s Administrative Support:
Manage the Dean’s complex Google calendar and schedule appointments.
Coordinate all travel arrangements (transportation and lodging) and create detailed itineraries for both the Dean and his invited guests.
Process expense reports and manage receipt collection.
Draft correspondence, faculty meeting minutes, and other documents as needed.
Manage the Dean’s phone and handle messages.
Draft and send thank you correspondences to high-level donors, ensuring accuracy and timeliness.
Academic Affairs & Administration Program Director Support:
Support the faculty tenure and reappointment process, including drafting communications, scheduling meetings, and organizing materials.
Assist with faculty hiring by uploading job descriptions to Interfolio.
Manage agendas for Faculty Search Committee meetings.
Coordinate travel and lodging for faculty job candidates, including itineraries.
Reserve rooms for interviews and presentations, coordinating with IT for A/V and Zoom setup.
Events & Logistics:
Coordinate venue selection for Dean’s Office events.
Arrange catering, manage guest lists, and collect RSVPs.
Coordinate A/V needs.
Organize travel and lodging for special guests and draft itineraries.
School Support:
Collaborate with staff on annual events, including commencement ceremonies, and student reviews, as directed by the Program Director and/or Dean.
Assist the Program Director in planning and executing the annual Advisory Council weekend, including logistics, scheduling, and communication.
Adaptability and Communication:
Demonstrate the ability to quickly shift priorities and manage multiple tasks effectively.
Maintain consistent communication with supervisors through weekly touch-base meetings to ensure alignment and address potential challenges.
Proactively seek clarification on tasks and directives to ensure accurate completion.
Demonstrate professional behavior at all times.
Core Competencies
Proven ability to work independently and take initiative.
Exceptional organizational and time-management skills.
Strong communication and interpersonal skills.
Proficiency in Google Workspace.
Ability to maintain strict confidentiality.
Ability to take direction and ask clarifying questions.
Ability to work in a fast paced environment.
Experience with donor relations and thank you correspondence.
Experience in event planning and execution.
Important Considerations:
This role requires a high level of professionalism and the ability to adapt to changing priorities.
Weekly touch-base meetings will be conducted to ensure alignment and address any potential pinch points.
The ideal candidate will be a self-starter who is able to take direction and learn quickly.
#LI-AW1
Minimum Qualifications:
The successful candidate will demonstrate the following qualifications:
A minimum of five (5) years of professional experience, including at least three (3) years directly supporting an Executive Level position.
A professional and welcoming demeanor.
Exceptional written communication skills, including excellent grammar, punctuation, and spelling.
A collaborative team-oriented approach, with a demonstrated willingness to assist colleagues.
Advanced proficiency in Concur, Google Workspace (Suite), Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
Proven ability to manage multiple tasks and meet deadlines in a fast-paced environment.
Exceptional organizational skills with a strong attention to detail and accuracy.
A demonstrated commitment to understanding and supporting the mission of the School of Architecture and the University of Notre Dame.
Preferred Qualifications:
Bachelors degree Preferred
Administrative experience with increased responsibilities.
Experience working in a higher education setting.
A proactive and adaptable approach to work.
A commitment to continuous learning and professional development.
A team-oriented mindset.
ABOUT NOTRE DAME:
The University of Notre Dame, founded in 1842 by Rev. Edward F. Sorin, C.S.C., of the Congregation of Holy Cross, is an independent, national Catholic university located in Notre Dame, Ind. For the fifth consecutive year, the University of Notre Dame has received Honor Roll distinctions as one of the top 10 higher education workplaces in the country in the Chronicle of Higher Education’s annual “Great Colleges to Work For” survey…and we are proud of it!
This appointment is contingent upon the successful completion of a background check. Applicants will be asked to identify all felony convictions and/or pending felony charges. Felony convictions do not automatically bar an individual from employment. Each case will be examined separately to determine the appropriateness of employment in the particular position. Failure to be forthcoming or dishonesty with respect to felony disclosures can result in the disqualification of a candidate. The full procedure can be viewed at https://facultyhandbook.nd.edu/?id=link-73597.
Equal Opportunity Employment StatementThe 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 is committed to building a culturally diverse workplace. We strongly encourage applications from female and minority candidates and those candidates attracted to a university with a Catholic identity. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).
APPLICATION PROCESS:
Please apply online at http://ND.jobs to Job # S251841. For additional information about working at the University of Notre Dame and various benefits available to employees, please visit http://hr.nd.edu/why-nd. The University of Notre Dame supports the needs of dual career couples and has a Dual Career Assistance Program in place to assist relocating spouses and significant others with their job search.
jeid-0ca8163ce8d0914d96f844bbd36b01f5
Title: Administrative Project Assistant
Company: Iron Eagle Industrial Services
Location: Hastings, MN
