The Center for Research Computing at the University of Notre Dame aims to become an internationally preeminent multidisciplinary research computing and cyberinfrastructure development center based upon our reputation for facilitating and accelerating discovery through effective and novel applications of cyberinfrastructure.
CRC is seeking an Administrative Assistant who is comfortable asking questions and ready to learn. In addition the candidate should be proactive and capable of communicating the status of their activities and tasks. The Administrative Assistant (AA) is responsible for placing and tracking smaller (below $5K) CRC purchase orders in the University purchasing system (buyND) and also for purchases made with a pro-card, making sure all transactions are appropriately affiliated with CRC projects. The activities include purchasing of computer equipment, parts, supplies, etc. The AA will track delivery, receive orders, and match requisition/packing slip/invoice for appropriate payment.The AA will process accounts payable transactions, e.g. check reimbursements, request for payment forms, etc. The AA will provide assistance with travel arrangements for the CRC staff, and reimbursement for trips and business expenses of the team. The AA will organize business luncheons for team meetings, reserve rooms, manage office mail distribution, and serve as a front desk receptionist. This includes handling the CRC main office phone lines. The AA will be present in the office during business hours in order to address the needs of the team.
Duties and Responsibilities
Process purchase orders with appropriate project affiliation, track delivery, follow up with the vendors. Perform three way match for orders. Receive orders physically and in the ND systems, and organize/file appropriate purchase documentation.
General administration duties. Ability to run errands on campus when necessary.
Process Procard purchases affiliating expenses with appropriate projects and perform timely reconciliation. Maintain appropriate documentation for easy retrieval of expense information.
Complete accounts payable forms from provided information as needed.
Make travel arrangements and process reimbursements for CRC and for other business expenses in the University TravelND system.
Organizing luncheons for staff meetings. Order food, reserve and set-up venue as necessary. Oversee the departments conference and meeting rooms to ensure they are ready for use and have the necessary supplies.
Serve as a front office receptionist and first point of contact with staff and visitors.
Other tasks as assigned
The CRC is a part of the Notre Dame Research ( NDR ) division.
Notre Dame Research is committed to creating a community that fosters equity of experience and opportunity and ensures that members of all backgrounds feel safe, welcome, and included. We strive to achieve a culture of openness, autonomy, and belonging; making Notre Dame an exceptional place for our team, partners, and collaborators to flourish.
Minimum Qualifications
Associates degree.
Excellent communication and detailed organizational skills, and a high level of
professionalism in dealing with people.
Eagerness to take ownership and be efficient and adaptive. Strong writing and
editing skills, and computer skills including proficiency in technical word
processing and spreadsheet software applications.
Preferred Qualifications
Bachelors degree desired
In-depth knowledge of university administrative policies, procedures, and operations.
Financial and accounting skills commensurate with the operation of a multimillion dollar a year research organization.