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UO
University of Notre Dame
Administrative Assistant | Raclin Murphy Museum of Art
Entry-Level JobVerifiedNo experience needed
Career Insights for Office / Administrative Assistant (General)
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What they do
An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
$41,654 / year median in Indiana
-3% projected decline
Job Description
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 Friends Administrative Assistant plays a vital role within the membership office at the Raclin Murphy Museum of Art by managing membership renewal correspondence, maintaining member records, supporting membership drives, providing graphic design support for marketing initiatives, and assisting with events. This position serves as a critical link within the membership office, ensuring operational excellence as the organization's membership base continues to grow. The assistant is responsible for the thorough processing, tracking, and acknowledgment of approximately 600 annual memberships and benefit gifts that directly fund educational programs at the museum. Essential Duties and Core Responsibilities Membership Processing and Records Management Process and maintain nearly 600 annual memberships, tracking levels, expiration dates, and renewals. Update physical member card files and execute meticulous database entry within the primary membership database system (FileMaker Pro). Assemble comprehensive member packets including customized enclosure items such as reciprocal museum network information (e.g., NARM, ROAM), membership cards, and relevant institutional publications. Personalize member correspondence Financial Operations & Banking Procedures Handle and log annual membership renewal notices, checks, and credit card payments securely. Process incoming checks and update payment logs in internal spreadsheets. Utilize remote deposit capture portals to initialize banking batches and scan checks alongside accompanying documentation. Coordinate directly with the Development office on receipt of payments Marketing, Graphic Design & Event Support Provide basic graphic design support for marketing campaigns and events by creating materials, including digital assets, social media graphics, flyers, and event signage. Assist in managing logistics, invitations, and RSVPs for exhibition openings, previews, and member events. Provide critical administrative support for major fundraising initiatives, including the annual gala and secondary fundraising events. Attend Friends Board meetings and events. Confidentiality & Information Security Maintain absolute confidentiality regarding all donor giving histories, contact addresses, and database profiles. Adhere strictly to organizational information security policies, ensuring donor data is handled exclusively for official duties and never shared externally.