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Senior Administrative Assistant

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University of Notre Dame

Job Description

Job Title

Senior Administrative Assistant

Job Description

The Senior Administrative Assistant will play a crucial role in supporting the Planning, Design, and Construction (PD&C) team by managing various administrative tasks, preparing and editing documents, and ensuring the smooth operation of the office.

Key Responsibilities

Professional Services and Proposals
  • Prepare and issue requests for professional services, including consulting, architectural planning and design, construction management, and general contracting.
  • Solicit and organize proposals to support project planning and execution.

Contract and Document Management
  • Draft, review, and finalize contracts and associated documentation for professional services.
Project Support
  • Create and edit project reports, presentations, and other related documents.
Financial Administration
  • Process accounts payable transactions, including BuyND orders, check reimbursements, and payment requests.
Travel and Expense Coordination
  • Arrange travel for PD&C team members and manage reimbursement requests for trips and business expenses.
Event and Meeting Coordination
  • Plan and coordinate business luncheons, reserve meeting rooms, and occasionally manage office mail distribution.
Front Desk Support
  • Provide backup coverage for the front desk receptionist, including managing office phone lines and addressing team needs.
Scheduling and Prioritization
  • Prioritize and schedule meetings and tasks efficiently, ensuring timely responses to requests.
Confidentiality and Professionalism
  • Exercise independent judgment, maintain a high level of confidentiality, and handle sensitive information with discretion.
Team Collaboration and Communication
  • Foster positive relationships with team members and external contacts, maintaining a professional and approachable demeanor in all interactions.

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Minimum Qualifications

Education:
  • High school diploma or GED

Experience:
  • 5 to 6 transferable experience
Skills:
  • Strong organizational and time management skills
  • Proficiency in drafting, editing, and managing documents using Google Office Suite, and Microsoft Office Suite
  • Exceptional organizational and multitasking abilities.
  • Strong attention to detail and accuracy in all tasks.
  • Demonstrate ability to manage financial transactions and maintain confidentiality.
  • Effective communication and interpersonal skills to work collaboratively with team members and stakeholders

Preferred Qualifications

Proficiency using Bluebeam Revu and e-Builder applications

Special Instructions to Applicants

Must be present in the office during business hours to effectively address team needs.

Department

Planning, Design, and Construction (52015)

Family / Sub-Family

University Operations / Administrative Operations

Career Stream/Level

NIC 2 Coordinator

Department Hiring Pay Range

Up to $22.00/hour | Commensurate with experience

Pay ID

Bi-Weekly

FLSA Status

S3 - FT Non-exempt Hourly

Job Category

Office/Clerical

Job Type

Full-time

Schedule: Days of Week & Hours

Monday – Friday
8:00 am – 5:00 pm

Schedule: Hours/Week

40

Schedule: # of months

12

Job Posting Date (Campus)

01/13/2025

Job Posting Date (Public)

01/13/2025

Job Closing Date

01/20/2025

Posting Type

Open To All Applicants

Posting Number

S251703

Quick Link for Internal Postings

https://jobs.nd.edu/postings/36808

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