Administrative Assistant, College of Engineering, Administration

POSTED: November 6, 2019

BUSINESS: Purdue Research Foundation

LOCATION: Purdue University Campus

POSITION TYPE: Full-time/Non-exempt/Clerical

START DATE: Immediate Availability

Essential Functions

  • Support the office management needs of the team members in the College of Engineering Advancement office.
  • Assist with advancement and facilities projects and other department/development projects related to College administration, alumni relations, donor relations, special events and data management as directed.
  • Assist with event planning and execution.

Additional Responsibilities

Office Management

  • Maintain calendars.
  • Prepare meeting agendas and minutes.
  • Provide continuous improvement suggestions and implement approved procedures concerning office management.
  • Prepare forms; monitor and track travel arrangements and reimbursements for staff members.
  • Reconcile credit cards monthly for all professional staff.
  • Monitor and track subscriptions/purchases; process documentation for payment.
  • Prepare folder, materials for donor visits.
  • Answer phones, make copies, and maintain electronic and paper filing systems for the office.
  • Order and maintain office supplies.
  • Proofread communications, mailings, annual reports, and other written materials.
  • Receive and host alumni guests of the advancement office.
  • Compose/edit and draft correspondence and create mailing lists; attend meetings and disseminate information; arrange meetings on and off campus; send meeting notifications.

Event Planning

  • Reserve event locations as requested.
  • Process invitations and registrations.
  • Produce nametags.
  • Order/confirm food.
  • Assist with special events and alumni receptions as needed.
  • Manage internal and external billing

Other Duties

  • Supervise student workers, including assigning, instructing, and reviewing the work of the student employees and participating in the hiring process.
  • Assist in stewarding donor gifts through print and electronic media.
  • Provide data entry updates to the UDO donor database upon request (including coding, contact reports, comments, and solicitation entries).
  • Assist in research of corporate and individual donors in preparation for visits.
  • Request reports from Development Services for use in advancement.
  • Update website content as needed.
  • Create confidential biographical donor background information, and secure data. 
  • Provide proactive management of weekly gift acknowledgement letters and other general correspondence.
  • Prepare and submit requests to Development Services for report generation.
  • Determine criteria and generate reports; research and prepare biographical information for donor/corporate/foundation solicitation visits.
  • Continuously update donor and alumni records.
  • Produce personalized acknowledgement letters to donors for the College.
  • Other duties as assigned.

Knowledge, Skills and Abilities

  • Proficient in Microsoft Word, Excel, PowerPoint, and Outlook (email and calendaring).
  • Excellent verbal and written communication skills, including professional telephone and office etiquette.
  • Ability to work independently and as a team member.
  • Detail-oriented.
  • Excellent organizational and interpersonal skills.
  • Customer-service oriented.
  • Ability to multi-task, work under pressure, handle frequent interruptions and meet deadlines.
  • Ability to take initiative, identify problems, analyze information, and implement solutions.
  • Strong leadership skills.
  • Must handle confidential information with discretion.
  • Regular and reliable attendance are requirements of this position.

  Education/Experience

  • Bachelor’s degree preferred.
  • A minimum of three years of administrative/customer service experience required.
  • Experience with assisting customer relationships through written and verbal communication.

Application Instructions:

If you are interested in applying, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org on or before Friday, November 29, 2019.

A criminal conviction check and negative controlled substance test are required for employment in this position. 

Purdue Research Foundation does not accept resumes from third-party recruiters.

Purdue Research Foundation is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

 

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