{"id":1381043,"url":"https://alion.io/job/varsity-com-academic-affairs-administrative-assistant","title":"Academic Affairs Administrative Assistant","company":{"id":1812062,"name":"Varsity.com","domain":"varsity.com","url":"https://alion.io/company/varsity-com","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Oracle","truth_index":{"grade":"A","score":89,"open_postings":9,"ghost_share":0,"stale_share":0.444,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-10-22T06:10:10Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Notre Dame, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":45000,"max_usd":84000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1977},"experience_years_min":3,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Gmail","optional":false},{"name":"Google Workspace","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-07-27T21:15:46Z","employer_posted_date":"2026-07-27","last_verified_at":"2026-10-22T18:21:10Z","board_verified":true,"closed_at":null,"days_open":87,"trust":{"level":"ok","repost_count":0,"flags":[],"days_open":86},"description":"Description\nThe Administrative Assistant provides essential administrative, financial and operational support to four academic affairs units, that report to the Provost's Office: The Center for Academic Innovation (CFAI), Academic Research, Grants and Sponsored Programs (ARGS), the Associate Dean for Avenue Curriculum and the Spark Lab. This multi-faceted role serves as a hub for departmental coordination, ensuring efficient office operations and programming support across these diverse units. The responsibilities require efficient application of administrative and communication skills, high attention to detail, and a moderate degree of decision-making, initiative, and ability to work independently.\nMinimum Qualifications\nHigh school diploma or equivalent and a minimum of four (4) years of progressively responsible administrative experience, or a bachelor's degree.\nMinimum of three years office management or secretarial experience.\nDemonstrated proficiency in Microsoft Office (Word, PowerPoint, Excel) and Google Workspace (Gmail, Drive, Docs, Sheet, etc.).\nWorking knowledge of Adobe Acrobat/PDF management.\nExperience with web editing and content management.\nAptitude for learning and using integrated databases (Banner, PRISM, Oracle, Stellic, Dynamic Forms, Degree Works).\nExceptional written and verbal communication skills; ability to serve as the public-facing representative for the departments.\nForward-thinking approach to anticipating departmental needs, such as managing room reservations and event logistics.\nAbility to manage multiple priorities across four distinct areas and maintain rigorous records for compliance and research.\nHigh degree of discretion when handling sensitive faculty, grant, and student research data.\nDemonstrated ability to create newsletters, brochures, and other communications using desktop publishing software.\nExcellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously.\nAbility to work independently while collaborating effectively as part of a team.\nAbility to build positive working relationships with faculty, staff, students, and diverse campus constituencies.\nPreferred Qualifications\nBachelor's degree.\nPrevious administrative experience in higher education or a similar organizational environment.\nExperience maintaining websites and social media platforms.\nAbility to foster collaborative and collegial working relationships across campus.\nExperience supporting faculty governance, academic programs, grants, research administration, or assessment initiatives.\nJob Responsibilities\nAdministrative and Office Operations\nServe as the primary point of contact by greeting and assisting visitors to the office.\nProvide administrative support to the Center for Academic Innovation (CFAI), the Office of Academic Research, Grants and Sponsored Programs, Academic Excellence and Inclusion, and the Provost's Office.\nPrepare agendas, record meeting minutes, and distribute meeting materials for various committees and departmental meetings.\nCreate and manage brochures, emails, and monthly newsletter templates.\nMaintain Portal pages and digital communication platforms.\nFinancial & Budget Administration\nProcess check requests and stipends for faculty/student grants. \nTrack and reconcile departmental operating and endowed budgets.\nManage purchasing, bill payments, invoicing, and expense reporting.\nFacilitate faculty funding requests for high impact practices.\nAssist directors with budget monitoring and reporting.\nSupport the administration and tracking of internal grant funding.\nEvent and & Programming Support:\nMaintain departmental calendars and event schedules.\nPlan and coordinate professional development, workshops, symposia, and research events.\nProvide on-site support for event setup, breakdown, and participant communication.\nProcess event-related invoices and maintain financial records.\nStudent Worker Support\nPost positions, guide applicants through the hiring process, and lead onboarding/orientation.\nManage scheduling, shift coordination, and timecard submission/approvals.\nFoster an inclusive culture through team building and recognition.\nCompliance & Record Keeping\nManage grant repository and research compliance records (CITI training, IACUC, IRB).\nTrack deadlines for research compliance and assessment records for General Education Curriculum, First Year Seminar, and Avenue Competencies.\nSchedule\nFull-time, 12-month position.\nEligibility to work\nApplicants must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from the College, either now or in the future.","description_format":"text","description_chars":4658,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":true},"security_clearance":false,"languages":[]},"benefits":["Professional development"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Consumer Goods","Events & Ticketing","Health Care"],"lifecycle":[{"event":"open","at":"2026-09-28T08:26:39Z"}],"visa":[],"liveness":{"score":15,"band":"cold","label":"Long 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