Office Services Coordinator for University Bands

Office Services Coordinator for University Bands University of Notre Dame The University of Notre Dame ( ND.jobs ) is accepting applications for a Office Services Coordinator for University Bands . Applications will be accepted until 06/25/2024.

The Office Services Coordinator for University Bands provides a welcoming, efficient, and helpful environment for students, staff, faculty, and University constituents who visit, call, or email the Ricci Band Rehearsal Hall. This includes answering and/or triaging questions that come in via office visits, phone calls, and emails. Primary responsibilities for the Office Services Coordinator include coordinating the employment processes for hourly student and temporary on-call employees, administrative oversight of departmental payroll, and facilitating purchasing processes. Additionally, the Office Services Coordinator directly supports the Director of Bands, Associate Directors, and Assistant Directors by managing calendars, scheduling meetings, processing expense reports, and assisting with the planning of staff gatherings. This position is fast-paced and multifaceted, helping to support the marching band, the athletic band program, and multiple concert bands. The Office Services Coordinator is a full-time, in-person role that reports to the office Monday through Friday. This is a 12-month position reporting directly to the Associate Director of Band Operations, Budget, and Administration. ESSENTIAL DUTIES & RESPONSIBILITIES

• Office Administration and Support
  • Receives visitors to the Band Office, both in person or on the telephone; provides support via email when able, and helps answer/triage questions.
  • Order supplies for office, breakroom, and trips, including facilitating catering orders.
  • Schedule gameday ushers, Bond Hall chair set-ups, student meals, general work orders, and vehicle maintenance.
  • Schedule bulk mailings for Alumni, First Year students, High School recruitment; Publish quarterly newsletter.
  • Manage Band Master Calendar and Ricci Building Schedule; Request building hours from band staff and schedule with AIM request. Maintain all bulletin boards.
  • Maintain workroom and office organization.
  • Maintain the Band student database. Coordinating necessary paperwork and electronic forms for hourly student employees and their positions, which includes student employment and temporary on-call/temporary employment (SMC/HCC students).
  • Initiate separation procedures, update hiring records, and manage removal from Student Employment Tool and/or Personnel Actions forms.
  • Serve as the liaison between Band Department and Student Employment/Payroll with procedural changes to ensure the continuity of student employee data.
  • Manage employee payroll via Ultratime and facilitate bi-monthly departmental approval for hourly student employees.
  • Manage Band Webstore, ship orders, monitor inventory, reorder products when needed, upload product details.
  • Keep an accurate database of donated instruments, order instrument case tags with donor requested information; send annual thank you cards to donors.
  • Coordinate with Residential Life to ensure early move-in for required Band students for Band Camp.
  • Assist with travel coordination, hotel reservations, meals, airfare, rental vehicles for Bowl Games, Shamrock Games, and Concert Tours. Facilitate per diem requests.
  • Schedule piano and harp maintenance.
  • Manage Marching Band attendance and absence requests/approvals.

• Financial Support
  • Process departmental purchases in compliance with the University's BuyND & Procurement Card procedures.
  • Coordinate Paypal payments, cash/check deposits with FirstSource Bank and document through the Financial Toolkit.
  • Facilitate and reconcile account transactions and transfers using the Financial ToolKit and University Journal Voucher procedures.
  • Manage Procard/Meeting Card for Department expenses.
  • Assist with processing expense reports for Band Staff.
  • Process donation paperwork.
  • Document and pay received departmental invoices.

• Additional Responsibilities and Duties
  • Participate as an integral member of a large, multifaceted Student Development team interacting daily with colleagues in the Gender Relations Center, Multicultural Student Programs and Services, Office of Student Enrichment, Office of Community Standards, Student Activities Office, University Bands, Family Resource Center, and student media groups.
  • Ability to run errands on campus when necessary.
  • Other duties as assigned.

#LI-AW1

Minimum Qualifications:

• High school diploma or GED
• 1-2 years of related experience
• Excellent interpersonal skills, both written and verbal
• Demonstrate strong leadership, customer service, team building, and decision-making skills
• Basic computer proficiency, including Microsoft Office and Google Suite
• The successful candidate will also possess a commitment to fostering Judeo-Christian values, consistent with the mission of a Catholic university founded by the Congregation of Holy Cross.

Preferred Qualifications:

These qualifications are not required, but may increase the likelihood of being considered a top candidate:

• Associates or Bachelors degree
• 2+ years of experience in office coordination for a large, diverse team
• Possess a current CPR, AED, and First Aid Instructor certification, or the ability to obtain one
• Experience with Notre Dames BuyND, Payroll, UltraTime, Procurement, Accounts Payable and TravelND systems preferred

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



Equal Opportunity Employment Statement The 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 to Job # S241047 . For additional information about working at the University of Notre Dame and various benefits available to employees, please visit . 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.














Copyright 2024 Jobelephant.com Inc. All rights reserved.



Posted by the FREE value-added recruitment advertising agency










jeid-6b422b9d1327874fb02367ca513e7ba6

About University of Notre Dame

The University of Notre Dame was founded in November 1842 by Rev. Edward F. Sorin, C.S.C., a priest of the Congregation of Holy Cross, a French missionary order. It is located adjacent to South Bend, Indiana, the center of a metropolitan area with a population of more than 315,000. Chartered by the state of Indiana in 1844, the University was governed by the Holy Cross priests until 1967, when governance was transferred to a two-tiered, mixed board of lay and religious trustees and fellows.

Connections working at University of Notre Dame