What are the responsibilities and job description for the Facilities Coordinator position at University of Notre Dame?
The University of Notre Dame is more than a workplace; it is 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!
Job Description
The Facilities Coordinator is a key operational role within the College of Engineering, reporting to the Engineering Facilities Program Director. This position serves as the primary day-to-day liaison between the College, campus facilities and physical plant units, external vendors, and engineering faculty and staff to ensure engineering buildings, research spaces, classrooms, laboratories, and common areas remain safe, functional, and responsive to evolving operational and research needs.
The Facilities Coordinator oversees preventive maintenance activities, space utilization, renovation and move coordination, vendor management, safety and compliance initiatives, and facilities related budgeting and reporting. The role requires strong technical coordination skills, operational oversight, and the ability to manage multiple priorities within a complex academic and research environment.
Key Responsibilities
Please note that a cover letter and resume will both be required for consideration.
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.
Job Description
The Facilities Coordinator is a key operational role within the College of Engineering, reporting to the Engineering Facilities Program Director. This position serves as the primary day-to-day liaison between the College, campus facilities and physical plant units, external vendors, and engineering faculty and staff to ensure engineering buildings, research spaces, classrooms, laboratories, and common areas remain safe, functional, and responsive to evolving operational and research needs.
The Facilities Coordinator oversees preventive maintenance activities, space utilization, renovation and move coordination, vendor management, safety and compliance initiatives, and facilities related budgeting and reporting. The role requires strong technical coordination skills, operational oversight, and the ability to manage multiple priorities within a complex academic and research environment.
Key Responsibilities
- Oversee small-to-moderate renovations, space reconfigurations, office and lab moves, including logistics, furniture setup, and coordination of IT and lab requirements.
- Maintain space utilization and allocation data using GIS InVision and related systems, manage card access requests for Engineering spaces, and support capital projects through vendor coordination, progress tracking, and stakeholder communication.
- Serve as a liaison with Environmental Health & Safety, Fire Safety, and Campus Safety to support inspections, compliance, emergency preparedness, and corrective actions related to building and laboratory safety systems.
- Coordinate inspections and certifications for critical building systems, including fire alarms, suppression systems, elevators, generators, and life safety infrastructure.
- Provide responsive customer service and communicate maintenance schedules, project updates, and operational impacts to faculty, staff, postdocs, students, and campus partners.
- Participate in planning, facilities, safety, and capital project meetings and support committees related to building use and office and laboratory planning.
- Coordinate external vendors and contractors, monitor performance and compliance, and assist with procurement, budgeting, cost estimation, and expenditure tracking for facility projects and repairs.
- Utilize the AiM work-order system to manage maintenance requests and maintain accurate facility records, inventories, warranties, contracts, and documentation.
- Identify operational improvements and preventive maintenance strategies that improve efficiency, reduce downtime, and support effective facility operations.
- Support annual operating, maintenance, and deferred maintenance budgets by monitoring expenditures, maintaining cost records, preparing forecasts, and assisting with capital and renovation project budgeting.
- Bachelor’s degree in engineering, architecture, facilities management, construction management, or a related technical field; or equivalent combination of education and experience.
- Minimum five (5) years of progressively responsible facilities or building operations experience in a complex institutional, laboratory, research, or engineering environment.
- Experience coordinating building trades, contractors, and vendors, with working knowledge of HVAC, electrical, mechanical, plumbing, building automation, and preventive maintenance systems.
- Strong organizational, project management, multitasking, analytical, and problem-solving skills with attention to detail and customer service focus.
- Excellent written and verbal communication skills with the ability to collaborate across technical and non-technical stakeholders.
- Experience with budgeting, financial tracking, forecasting, and reporting.
- Proficiency with Microsoft Office Suite and familiarity with building codes, safety regulations, accessibility standards, and campus facility policies.
- Ability to occasionally work outside normal business hours in support of emergencies, maintenance activities, or operational deadlines.
- Ability to perform regular facility walkthroughs in Engineering buildings that span across campus and to support packing/unpacking/reinstallation and the occasional movement of furniture, equipment, and other College of Engineering items.
- Experience working in higher education, research, laboratory, or engineering environments.
- Familiarity with CAD, Bluebeam, GIS InVision, AiM, Lenel, or other facilities and space management systems.
- Experience supporting laboratory renovations, research facilities, or technical infrastructure projects.
- Professional certification in facilities management, project management, or building operations is preferred.
Please note that a cover letter and resume will both be required for consideration.
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.