Facilities Operations Administrative Assistant

Notre Dame International; Notre Dame, Northern (IN, KY); Hybrid; USD 19,000 - 30,000; Full time

Job summary

The University of Notre Dame is seeking an Administrative Assistant to support the Utilities and Maintenance Departments, coordinating data, purchasing, and time‑sensitive processes for campus infrastructure. You will interact with employees, contractors, vendors, and campus partners to keep operations running smoothly.

Ideal candidates are organized, adaptable, and eager to learn new systems, with strong written and verbal communication skills and proficiency in Microsoft Office and Google

Qualifications

• Associate 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: Support excavation permits and underground utility locate requests, water connection permits, contractor parking, keys, waivers, elevator permits and other operational processes.
• Manage Data, Purchasing & Operational Records: Support purchasing and vendor orders, shipping and freight, oil sample submissions, compliance documentation, spreadsheets, inventory, and departmental recordkeeping.
• Enter and review utility billing information, meter readings, and other operational data; recognize potential errors or inconsistencies and ask questions when something doesn't look right.
• Travel arrangements and expense management: Support the department in coordination, securing travel and hotel arrangements, and submitting expense accounts as a delegate for the department.
• Administrative processes in support of the office and ever changing needs of the departments. Flexibility and willingness to take on additional tasks as needed to support the department are essential.

Skills

Microsoft Office

Excel

Google Docs

Gmail

Data entry

Education

Associate degree or some college

Job description

The University of Notre Dame is seeking an Administrative Assistant to support the Utilities and Maintenance Departments, coordinating data, purchasing, and time‑sensitive processes for campus infrastructure. You will interact with employees, contractors, vendors, and campus partners to keep operations running smoothly.

Ideal candidates are organized, adaptable, and eager to learn new systems, with strong written and verbal communication skills and proficiency in Microsoft Office and Google