The Peace Accords Matrix (PAM) Program Coordinator provides high-level administrative support to the PAM Director and Associate Director of Operations. This position manages the director’s calendar, travel schedule, official correspondence, public interactions, and helps coordinate administrative responsibilities, which may include helping provide inputs for administrative reports as needed. The position organizes and prepares all expense reporting for the director. The position will translate materials to and from Spanish and English, including memos, meeting notes, PowerPoints, invitation letters, etc. The position plans and executes meetings and special events for the PAM team, in coordination with the Kroc Institute Events Coordinator.

Additionally, the position will provide hospitality and manage the logistical needs of PAM guests, including invited speakers and grant participants for PAM, including the PAM Barometer Initiative and Legacy Project. The position will process invitations and coordinate with International Student and Scholar Affairs (ISSA) on visa letters that may be required for international guests traveling to Notre Dame. The position requires a highly knowledgeable professional able to deal with various personalities, diverse backgrounds, and various academic levels. Hospitality and event support often includes working with high-level politicians, stakeholders, and donors, and therefore the position must be able to handle sensitive information and interact with these dignitaries in a professional manner.

The position requires advanced organizational and problem-solving skills, and efficient task prioritization and management. The position should be skilled at multitasking, able to work independently to resolve matters and determine the best approach to achieve the desired outcomes, with a willingness to learn and adapt to university protocols. Fluency in Spanish is required. Candidates must be willing to work and communicate in Whatsapp and Google Apps on a daily basis. The position is based at the University of Notre Dame campus in South Bend, Indiana.

Administrative Support to the PAM Director (40%): Supports the PAM Director through managing calendars, travel schedules, official correspondence, public interactions, and administrative responsibilities. Prepares background briefing information and itineraries and proofreads remarks for public speaking engagements. Drafts emails and letters on behalf of the director. Assists the PAM Associate Director of Operations to coordinate team meeting scheduling and takes meeting notes. Assists the PAM Associate Director of Operations to organize the director’s inputs on project reporting to donors and external stakeholders.

Hospitality and Event Support (20%): Supports and coordinates PAM events, including coordinating events for grant projects like the Legacy Project and Barometer Initiative, by: a) communicating logistical needs to the Kroc Institute Events Coordinator for all planned PAM events; b) organizing event speakers and scheduling rehearsals for all conferences/virtual events and making sure all participants have what they need; c) consistently meeting with Kroc Institute communications team to ensure deadlines are met by the PAM team side to coordinate event promotion; d) working with International Student and Scholar Affairs (ISSA) to secure visa appointment letters for international guests as needed; e) providing hospitality and logistical travel support to all PAM guests and event speakers, with special attention to high-level dignitaries participating in events; and f) making sure all post-event procedures are fulfilled with the events and communications team.

Travel Scheduling and Expense Reporting (30%): Manages the director’s travel arrangements, including corresponding with hosts on scheduling and logistics, coordinating with the travel agency on booking travel, preparing folders and needed materials for trips, and collecting receipts and preparing expense reports for travel reimbursements. May also help the Associate Director of Operations with financial payments to external vendors as needed.

Translation (10%): Providing translation between English and Spanish for a variety of products like memos, briefs, meeting notes, and letters. Corresponding with political representatives in Spanish on behalf of the project.

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This is a 12 months limited term position (renewable with grant funding)

Monday – Friday, 8 am – 5 pm (12-1 pm lunch break)