Department Coordinator East Asian Languages & Culture | University of Notre Dame

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Department Coordinator East Asian Languages & Culture

Company: University of Notre Dame
Location: Notre Dame, IN
Employment Type: Full Time
Date Posted: 05/29/2026
Job Categories: Education, Collegiate Faculty, Staff, Administration

Job Description

Department Coordinator East Asian Languages & Culture

Department Coordinator East Asian Languages & Culture

Notre Dame, IN, United States
Full-time
Dean of Arts and Letters
NIC3

Company Description
The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person-mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University's mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description
The Department of East Asian Languages and Cultures is seeking an organized, collaborative, and detail-oriented Department Coordinator to support the daily operations of a dynamic academic unit. This role is central to the department's administrative, financial, and academic coordination and plays a vital part in ensuring faculty, students, and campus partners receive exceptional support.

The Department Coordinator serves as a key liaison among the Department Chair, faculty, student employees, and University administrative offices, helping deliver efficient operations, thoughtful communications, and meaningful academic programming.

Key Responsibilities

Administration & Chair Support

Oversee day-to-day administration of the department
Manage the Chair's calendar, correspondence, travel, and long-term planning support
Prepare and organize faculty appointment, reappointment, promotion, and leave documentation
Coordinate faculty recruitment logistics and campus visits
Prepare travel and expense reports; verify ProCard transactions
Attend and record department and program meetings; maintain electronic records and databases
Track University and College deadlines and ensure timely submissions
Prepare and organize correspondence and forms related to faculty and student matters
Assist students with registration forms and answer questions regarding departmental programs

Budget & Financial Oversight

Conduct monthly budget reviews and monitor unrestricted department allocations
Manage restricted funds, including faculty discretionary, endowed, grant, and other restricted accounts
Track expenses and prepare stewardship and forecasting reports
Coordinate non-regular teaching/support budgets and appointments
Provide accounting oversight and accountability in collaboration with College finance leadership
Serve as liaison to development and finance offices regarding restricted spending and reporting

Course Planning & Registration

Coordinate CourseLeaf forms and semester scheduling
Facilitate course cross-listing and classroom change requests
Provide registration overrides and assist students with enrollment forms
Support faculty in resolving course scheduling and classroom issues
Update departmental website and informational materials to reflect course offerings

Faculty & Student Administration

Oversee faculty onboarding and offboarding processes
Coordinate faculty leaves, renewals, concurrent appointments, and non-regular appointments
Recruit, hire, train, and supervise student office workers
Approve student payroll using UltraTime
Maintain student files and departmental records with confidentiality and accuracy

Communications & Office Management

Oversee departmental communications and website updates
Draft internal and external correspondence
Maintain filing systems and department records
Manage office supplies, equipment purchases, and departmental spaces
Coordinate office assignments and faculty office provisioning
Maintain bulletin boards, display cases, and shared spaces

Events & Program Support

Plan and coordinate department events, guest lectures, faculty searches, receptions, and convocation activities
Manage logistics including room reservations, catering, printed materials, travel, and accommodations
Prepare programs, certificates, recognition materials, and event communications

Facilities Coordination

Oversee the department's physical spaces and office provisioning
Coordinate with the Dean's Office on office assignments and facilities needs
Manage department furniture and major office purchases
Support onboarding of new faculty and transitions for outgoing faculty

Qualifications

Strong interpersonal skills and service orientation
Ability to organize and prioritize a diverse workload in a fast-paced environment
Excellent written and verbal communication skills
High level of accuracy and attention to detail
Ability to manage multiple projects and frequent interruptions effectively
Ability to maintain confidentiality regarding student records and personnel matters
Self-motivated with the ability to take initiative, reprioritize tasks, and learn quickly
Proficiency in Microsoft Word, Excel, and web-based applications, with the ability to quickly learn and navigate new technology platforms
Experience with budget tracking or financial management preferred

Additional Information
Application Deadline: June 14, 2026

Hiring Pay Range: Up to $24.50/hour

Required Application Materials: A resume and cover letter are required to be considered for this position. Please upload both documents in the Attachments section of your application.

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 does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.

To apply, visit https://jobs.smartrecruiters.com/UniversityOfNotreDame/3743990013354586-department-coordinator-east-asian-languages-culture

Contact Information

Contact Name:
Company Name: University of Notre Dame
Phone Number:
Fax Number:
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Website: https://apptrkr.com/7195559...

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