Administrative Assistant | Utilities

Utilities, VP-Facilities Design & Operations

• Full-time

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. Here, 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!

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…