Administrative Assistant | Utilities

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! What You’ll Do 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. Many of these activities follow specific procedures, guidelines, and timelines, so you'll need to understand what is time-sensitive, follow established steps carefully, and make sure requests and documentation keep moving. 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. What Will Help You Be Successful This role is a great fit for someone who is a continuous learner and understands that accuracy and follow-through matter. We're looking for someone who is willing to learn, ask questions, and enjoys working in a communicative team environment. You’ll be successful if you can: Collaborate as part of the administrative team, communicating with Utilities and Maintenance employees, contractors, vendors, and campus partners. Take direction and follow through, while also knowing when to ask questions or seek clarification. Manage multiple responsibilities at once without losing sight of details, deadlines, or required processes. Work accurately with data, including entering data in spreadsheets, reading and entering meter readings and other information, while noticing when a number or entry doesn't look right. Learn new systems and processes and follow established procedures, guidelines, and approval steps. Recognize urgency and prioritize appropriately, especially when permits, utility locates, access requests, or other time-sensitive needs arise. Pivot when priorities change while keeping track of what still needs to be completed. Be comfortable working in an environment where some processes are very specific and must be followed consistently, including permits, keys, access, waivers, and documentation. Minimum 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. Preferred Qualifications Experience providing administrative support in facilities, utilities, maintenance, construction, or similar operational environment. Familiarity with University processes, purchasing systems, or policies. Application Deadline : October 15, 2026 Hiring Pay Range : Up to $22/Hour Required Document : Resume & Cover Letter The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.