Faculty Operations Specialist

Job Description

Job Description

Company Description

The University of Notre Dame is more than a workplace; it is 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 Office of the Provost invites a collaborative, solutions-oriented professional to join our team as the Faculty Operations Specialist (FOS) —a pivotal role that supports and shapes faculty-related administrative processes and policies for the academic core.

With a bird’s-eye view of academic core operations and policy, the FOS operates with both a big-picture perspective and meticulous attention to detail, strengthening the systems and relationships that ensure seamless operations across units.

From first appointment through retirement, the FOS coordinates and refines the administrative processes at each career stage. Every process you touch — appointments, leaves, payroll, retirements — contributes to a consistent, reliable, and supportive environment for the faculty.

As a valued member of a collaborative team committed to supporting colleagues across campus, the FOS contributes to shared administrative services and cross-office projects that enhance institutional effectiveness. You’ll join a group that values curiosity, professional growth, and continuous learning — and that invests in your development as you gain deep expertise in the policies, systems, and practices that underpin the academic core.

Key Areas of Responsibility

Faculty Lifecycle Administration (35%)

Manage workflows for faculty appointments and reappointments with attention to accuracy, timeliness, and alignment with policy.

Administer leaves, retirement, and separations, coordinating with deans’ offices, Human Resources, General Counsel, and the Associate Provosts.

Provide oversight, guidance, and some operational support to ensure faculty compensation accurately reflects current appointment(s).

Campus Training, Support, and Process Improvement (35%)

Based on analysis, develop and deliver formal and informal training and resources that strengthen understanding and consistency across campus.

Communicate campus-wide key dates and deadlines, updates, and new administrative practices clearly and proactively.

As a subject matter expert, engage in collaborative problem-solving that inspires fresh ideas on ways to simplify and strengthen administrative practices.

Data and Systems Administration (20%)

Maintain accurate and up-to-date faculty data across systems through end-to-end review of records, appointments, and postings.

Investigate and resolve data or system issues in coordination with HR, Payroll, IT, and other partners, ensuring consistent and reliable information for decision-making.

Shared Office and Project Support (10%)

Contribute to shared office operations.

Participate in or lead office-wide projects that improve coordination, communication, and service delivery.

The FOS reports to the Director of Faculty Administration and Data and is a part of the Office of the Provost’s Finance and Data team. This role is primarily on campus, where connection and collaboration make our work most effective. Flexibility matters, too — team members can occasionally adjust their schedules.

Apply today if you would like the opportunity to engage with colleagues across campus, learn the full arc of faculty operations, and play a meaningful role in advancing Notre Dame’s mission as a leading global Catholic research university.

Qualifications

Experience in a university or academic setting is preferred; familiarity with faculty or academic administration is a plus.

Strong analytical and problem-solving skills with a meticulous attention to detail.

Demonstrated ability to develop and deliver effective training and communication to diverse campus constituents.

Proficiency in data management and administrative systems (e.g., HRIS, payroll, faculty data systems).

Exceptional collaboration, communication, and interpersonal skills.

Additional Information

Departmental target pay range : Up to $83,000

RESUME & COVER LETTER ARE REQUIRED to be considered for this position. Please add in the attachments section of your application.

Applications will be accepted until December 16th.

At Notre Dame, we know our impact depends on exceptional people, people like you. We are committed to fostering a vibrant, welcoming community. In keeping with our mission, we encourage applications from all who will help build and strengthen our beloved community. We strive to empower every employee to flourish, knowing your success propels Notre Dame to new heights of impact.