The University of Notre Dame (ND.jobs) is accepting applications for a Program Administrator.

Applications will be accepted until 2/27/2023.

Study everything. Do anything.

Find your passion. Create knowledge. Serve the common good. Prepare for life.

This is what the College of Arts and Letters stands for. We play an integral role in Notre Dame's mission to serve as the world's preeminent Catholic research university. We are searching for someone to join our dynamic team who shares the same passion and mission.

Who we are: The Department of Psychology within the College of Arts and Letters is on the move with urgency, enthusiasm, commitment and synergy across four signature doctoral programs, two joint doctoral programs and two innovative undergraduate majors (Psychology and Neuroscience & Behavior). We are home to over 30 faculty,70 doctoral students, and 400 undergraduates. We conduct cutting edge research in four program areas: clinical; cognition, brain and behavior; developmental; and quantitative psychology. In addition we have joint doctoral programs with the Kroc Institute for International Peace Studies and with Computer Science and Engineering.

Who we need: We are looking for an experienced administrative professional with a strong sense of leadership, excellent organization and communication skills, and a commitment to confidentiality. We need a highly motivated individual who thrives wearing many hats and has the ability to prioritize with minimal oversight.

The Program Administrator oversees all administrative operations of the Department of Psychology and will serve as an administrative liaison and operations coordinator with the Arts and Letters Dean's Office. This individual serves as a primary point of administrative support for the Department Chairperson. This position is essential in ensuring the day to day operations of the department run smoothly by indirectly supervising all of the Psychology research/lab staff (most, if not all, funded by externally sponsored dollars) and directly supervising the department staff and student workers. The department leans to this position for the effective hiring for all staff within the department and 20+ labs. This position oversees and facilitates many key processes and procedures for the department and serves as the liaison to the dean's office overseeing staff relations for approximately 25 staff positions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Chair Administration

• Manage all logistics for faculty recruiting
• Prepare & manage faculty appointment process, as well as faculty leaves, concurrent & non-regular faculty
• Facilitate confidential CRPT processes regarding faculty renewals, promotion and tenure, faculty evaluations
• Process postdoc hires and reappointments
• Collect faculty annual reports and coordinate evaluation for Executive Committee
• Assist with department annual report
• Attend monthly faculty meetings and take minutes
• Pre-administrate courses in CIF for course instructor feedback
• Participate with the Chair & other administrators to generate Psychology priorities
• Oversee Psychology department calendar
• Provide other support, including electronic recordkeeping & database management
• Complete other administrative tasks as assigned by the Dept Chair
• Assist in prioritizing tasks and long-term planning

Operational Oversight

• Indirect supervision of all Psychology Research Staff and direct supervision of Department Staff and Student Workers
• Oversee the hiring process of staff for 20+ labs; create position descriptions, work closely with the Dean's office in position leveling and approval, ensuring externally sponsored funding is accurate and available if required, oversee the interviewing and hiring process, manage staff onboarding; assist with performance review process
• Approve Ultratime hours for all hourly lab students and staff
• Manage staff personnel procedures such as ensuring limited-term positions are tracked, ending positions as needed, and assisting with performance issues.
• Develop and create procedures for administrative functions
• Assure University processes are maintained
• Provide departmental onboarding for new hires
• Provide/direct researcher admin support for PIs with duties such as processing student stipends, performance evaluations, labor distribution forms, making purchases, etc.
• Coordinate with Director of Undergraduate Studies semester course scheduling regarding concurrent faculty and adjunct faculty; assistant with appointment process of student teaching assistants
• Assist department admins and faculty with room reservations for events and conference rooms
  

Budget Assistance

• Monitor & track unrestricted department allocations
• Manage faculty research accounts, monitor & track spending across all Psychology restricted accounts (faculty discretionary, endowed, restricted spending, grants, etc.), provide for stewardship reporting & serve as a liaison to College's development officer
• Review and reimburse faculty for travel expenses and procards; submit check requests
• Assist faculty with purchasing for their labs
• Handle financial planning for non-regular teaching/support budget
• Coordinate non-regular appointments with the DUS
• Provide accounting oversight & accountability to College's Sr. Dir. of Fin & Admin
• Facilitate the ARP budgeting process for the department
  

Facilities Administration

• Oversee the department's physical spaces and work with the Arts and Letters Dean's Office to manage office assignments and faculty office provisioning.
• Assure effective onboarding on new faculty and manage outgoing faculty
• Serve as department liaison regarding building maintenance, repair, remodeling. Orders and oversees payment for major office expenses (furniture, etc.); oversee other department orders
• Manage key inventory for all offices and labs
• Submit reports for requests/repairs
• Conduct F&A space use survey when directed by Research and Sponsored Programs Accounting

Minimum Qualifications:

• Bachelors degree (4 years) with 5-6 years of experience (equivalent relevant experience may substitute for a degree)
• Knowledge of office operations and environments
• Excellent organizational skills with attention to detail; ability to prioritize with minimal oversight; excellent communication skills; excellent interpersonal skills
• IT knowledgeable/savvy, including use of standard software programs: Word, Excel, Outlook, PowerPoint, Adobe Professional, and web content management
• Business management experience and expertise, including staff supervision and leadership

Preferred Qualifications:

• Knowledge of university systems and software

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 # S23727. 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.




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