Facilities Admin Assistant – Utilities & Maintenance

University of Notre Dame; Notre Dame (IN); On-site; USD 18,000 - 30,000; Full time

Job summary

The University of Notre Dame is seeking an Administrative Assistant to help keep the Utilities and Maintenance Departments organized and running smoothly. You’ll coordinate day-to-day administrative needs and work with employees, contractors, vendors, and campus partners.

If you’re organized, adaptable, and comfortable learning new systems and processes, this could be a great fit for you. This role supports critical campus infrastructure while offering opportunities to grow within a

Qualifications

• Associate’s degree or up to three years of college or technical school.
• 1–2 years of relevant administrative, office, or operational support experience.
• Strong organizational skills with the ability to manage multiple priorities and follow through on details.
• Strong written and verbal communication and interpersonal skills.
• Comfortable working with computers including Microsoft Office, Excel, Docs and Google Suites, Gmail, Sheets, Docs.

Responsibilities

• Serve as a key administrative resource for the Utilities and Maintenance departments: Supporting the Facilities Design and Operations Division.
• Coordinate time-sensitive processes including utilities permits and related requests, ensuring procedures and timelines are followed.
• Manage data, purchasing and operational records including vendor orders, shipping, and billing information with accuracy.
• Coordinate travel arrangements and expense management for department staff.
• Assist with other administrative tasks and be flexible to support changing department needs.

Skills

Organizational skills

Written & verbal communication

Microsoft Office

Google Suite

Attention to detail

Education

Associate degree / 3 years college

Tools

Excel

Google Docs

Gmail

Job description

The University of Notre Dame is seeking an Administrative Assistant to help keep the Utilities and Maintenance Departments organized and running smoothly. You’ll coordinate day-to-day administrative needs and work with employees, contractors, vendors, and campus partners.

If you’re organized, adaptable, and comfortable learning new systems and processes, this could be a great fit for you. This role supports critical campus infrastructure while offering opportunities to grow within a