Administrative Assistant | Utilities

University of Notre Dame • Notre Dame, IN

8h • Onsite

About The Position

The Administrative Assistant helps keep Notre Dame’s Utilities and Maintenance Departments organized and running smoothly. Supporting teams responsible for critical campus infrastructure, you’ll coordinate day-to-day administrative needs and work with employees, contractors, vendors, and campus partners. If you’re organized, adaptable, comfortable learning new systems and processes, this could be a great fit!

Requirements

• 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.

Nice To Haves

• Experience providing administrative support in facilities, utilities, maintenance, construction, or similar operational environment.
• Familiarity with University processes, purchasing systems, or policies.

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, such as excavation permits and underground utility locate requests, water connection permits, contractor parking, keys, waivers, and elevator permits.
• Manage data, purchasing & operational records, including support for 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, recognizing potential errors or inconsistencies.
• Manage travel arrangements and expense management, including coordination, securing travel and hotel arrangements, and submitting expense accounts as a delegate for the department.
• Handle administrative processes in support of the office and the ever-changing needs of the departments.
• Demonstrate flexibility and willingness to take on additional tasks as needed to support the department.

Benefits

• 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.
• 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree