Administrative Assistant

University of Notre Dame•Notre Dame, IN

2d•$0 - $44,000•Onsite

About The Position

As the Administrative Assistant, you will provide comprehensive administrative and operational support to the Landscape Services team within Facilities Design and Operations. This role is responsible for a variety of office, recordkeeping, procurement, financial, and coordination activities that keep the department running smoothly. As the primary administrative contact for Landscape Services, you will work closely with departmental employees, contractors, vendors, and campus partners to keep information moving, priorities organized, and daily operations on track. Things move quickly in this role, and no two days are exactly the same. You’ll need to be highly organized, detail-oriented, and comfortable managing multiple priorities while working with a variety of people. If you’re someone who notices what needs to happen next, takes initiative, and makes sure it gets done, you’ll thrive in this role.

Requirements

High School Diploma or GED
Three to four years of administrative support, office management, or related experience.
Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, and Meet) and Microsoft Office (Outlook, Word, Excel, and PowerPoint).
Ability to learn and effectively use departmental and University systems, including procurement, financial, scheduling, and other administrative applications.
Strong calendar management skills, including coordinating meetings, managing multiple calendars, resolving scheduling conflicts, and tracking meeting details.
Excellent verbal, written, and interpersonal communication skills, with the ability to work effectively with faculty, staff, students, vendors, and other campus partners.
Strong organizational skills with the ability to prioritize competing demands, manage multiple tasks, and follow through in a fast-paced environment.
High attention to detail and a commitment to accuracy when managing records, schedules, financial information, and administrative documentation.
Ability to work independently, use sound judgment, anticipate needs, and take initiative while knowing when to seek guidance.

Nice To Haves

Experience supporting operations, facilities, maintenance, landscaping, construction, or similar environments.
Experience with procurement, invoicing, accounts payable, or financial recordkeeping.

Responsibilities

Serve as the primary administrative contact for Landscape Services, responding to inquiries from departmental staff, campus partners, contractors, and vendors.
Coordinate calendars, schedule meetings, reserve spaces, and assist with departmental events, training sessions, and employee communications.
Prepare, compile, and distribute correspondence, reports, spreadsheets, presentations, and other departmental documents.
Coordinate departmental purchasing activities, including creating requisitions, processing purchase orders, and monitoring procurement transactions.
Process and track accounts payable invoices while ensuring compliance with University policies and procedures.
Assist with budget monitoring, expense tracking, and financial recordkeeping.
Maintain financial documentation to support audits, budget reviews, and reporting activities.
Maintain accurate departmental records, databases, and filing systems.
Manage equipment inventories, maintenance records, key control documentation, vehicle records, and vendor information.
Ensure records are maintained in accordance with University policies and records retention requirements.
Safeguard confidential information and maintain data integrity across departmental systems.
Track and monitor maintenance requests, work orders, and service activities, communicating with appropriate personnel to ensure timely completion.
Coordinate communication and workflow between Landscape Services staff, contractors, vendors, and campus stakeholders.
Monitor office and operational supply inventories and coordinate ordering and distribution of materials as needed.
Assist with documentation related to departmental safety, compliance, and operational activities.
Support employee administrative processes, including onboarding, timekeeping documentation, training coordination, and employee communications.
Assist with staff meetings, recognition activities, and department-wide initiatives.
Provide responsive, customer-focused support to employees and campus constituents while fostering positive working relationships.
Participate in departmental projects and initiatives that support operational efficiency and service excellence.
Assist with process improvements, data collection, and reporting efforts to support departmental goals.
Perform other duties and special assignments as needed to support the mission and objectives of Landscape Services and Facilities Design and Operations.