Graduate Studies Coordinator – HigherEdJobs

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Graduate Studies Coordinator

University of Notre Dame

The University of Notre Dame ( is accepting applications for a Graduate Studies Coordinator.

Applications will be accepted until 02/23/2024.

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 who shares the same passion and mission to join our dynamic team as the Graduate Studies Coordinator for the Department of Romance Languages & Literatures.

Who we are: The Department of Romance Languages & Literatures, the largest foreign language and literature department at the University of Notre Dame, houses a vigorous cohort of nationally and internationally recognized scholars with robust research profiles and publication records. We are a dynamic community of scholars exploring the languages, literatures, and cultures of over 700 million people around the world.

Who we need: We are looking for a highly motivated person with excellent organizational, interpersonal, and communication skills. Someone who pays attention to detail and takes initiative, who is able to prioritize and meet deadlines. An individual who thrives wearing many hats and can relate well to a wide population including faculty, staff, and students.

Job Description: The Graduate Studies Coordinator provides administrative assistance to the Directors of Graduate Studies (DGS) for the Spanish M.A. and Ph.D., Italian M.A. and Ph.D., and the French M.A. programs. The position involves supporting current and prospective students, maintaining a comprehensive database of student records, and ensuring that graduate students fulfill all requirements for their degrees.

The Graduate Studies Coordinator also oversees the budget for graduate studies in the Department and serves as a representative for the Department and its programs, engaging with administrators, vendors, students, families, alumni, and the public.

Essential Duties & Responsibilities:

  • Advise current students on the basic university, graduate school, and department policies, procedures, and contacts
  • Coordinate and monitor the progress of graduate students and assist faculty who oversee students. Maintain a database of student records.
  • Provide administrative support to the Directors of Graduate Studies including travel arrangements, meeting scheduling, correspondence, recruitment, and admissions.
  • Manage the budget and all financial transactions related to the graduate programs including travel expenses, professional development, processing payments, and approving expense reports.
  • Work with other administrative coordinators as a team, assisting others and ensuring that all day-to-day needs of department operations are encountered

Minimum Qualifications:

Education & Experience:

  • High school diploma or GED
  • 1-2 years of administrative experience


  • Proficient in Microsoft Word, Excel, Filemaker, Photoshop, Banner, Internet Explorer, and Outlook
  • The ability to work independently on multiple activities and the flexibility to continually prioritize activities in response to changing circumstances is essential
  • Must be able to communicate effectively both orally and written
  • Excellent organizational and strong interpersonal skills are required
  • The ability to maintain absolute confidentiality is a must
  • Notre Dame campus knowledge and experience with university policies and procedures are preferred

Preferred Qualifications:


  • Familiarity with university administration and/or academic administration

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 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).

Please apply online at to Job # S24652. 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.


The University of Notre Dame, an international Catholic research university, is an equal opportunity employer.

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