Administrative Assistant, School of Industrial Engineering

POSTED: November 25, 2019
BUSINESS: Purdue Research Foundation
POSITION TYPE: Full-time/Nonexempt
START DATE: Immediate Availability

Essential Functions

  • Provide high-level administrative support to the Chief Development Officer and Director of Development, Industrial Engineering.
  • Assist in building important relationships with key stakeholders, including alumni, faculty, and students.
  • Arrange and schedule meetings and appointments as necessary; maintain calendars for the Chief Development Officer and the Director of Development.
  • Organize and manage travel for Chief Development Officer and Director of Development, including processing expense reports and other travel-related reports.
  • Maintain office data and file management.
  • Maintain inventory of supplies and order stock as necessary. Work closely with business office and maintain thorough understanding of business office procedures.
  • Assist the Chief Development Officer and Director of Development with the coordination and management of donor/alumni visits and special events such as but not limited to: alumni events, luncheons and other School events as they arise.
  • Act as liaison for the Chief Development Officer and Director of Development for special event and meeting planning, including assigning and directing support staff and volunteers to staff events.

Additional Responsibilities

  • Interact with business office to process forms, payments, and order supplies.
  • Act as a liaison to other University staff as appropriate.
  • Request and compile alumni background information in advance of personal visits by the Chief Development Officer and Director of Development.
  • Respond to inquiries from the highest levels of the University, alumni, sponsoring agencies, and corporate entities.
  • Sustain knowledge of up-to-date development procedures and computer technology to enhance the development process and maintain efficiency.
  • Prepare confidential reports on donors, alumni and corporate partners.
  • Coordinate prospect management and development research requests.
  • Prepare briefing materials for the Chief Development Officer and Director of Development.
  • Handle logistics for influential prospects including CEOs, distinguished alumni, and sponsored research agencies.
  • Initiate and draft acknowledgment letters for signature by the Head, the Chief Development Officer and Director of Development.
  • Compose notecards and information/gift packets for alumni, donors, corporate contacts, and friends.
  • Coordinate with the Chief Development Officer and Director of Development on birthday card greetings for their portfolios.
  • Respond to routine inquiries and draft correspondence.
  • Represent Chief Development Officer and Director of Development at seminars and meetings as required.
  • Record confidential contact or event information in the Advance database.
  • Serve as liaison between Chief Development Officer and Director of Development and College of Engineering special events staff.
  • Develop processes to improve efficiency for office participation in special events.
  • Provide support for Chief Development Officer and Director of Development with regard to on-campus events and alumni events in major cities.
  • Coordinate meeting activities and donor correspondence with Chief Development Officer and Director of Development.
  • Other duties as assigned. 

Knowledge, Skills and Abilities

  • Excellent written and verbal communications skills.
  • Ability to interpret and articulate the mission of Purdue University.
  • Must represent the School of Industrial Engineering and Purdue University to a diverse set of corporate representatives, alumni, donors, faculty, staff, and students.
  • High degree of organizational skills for corporate and alumni visits, scheduling of corporate meetings and other related activities.
  • Must be able to interact with stakeholders from a wide range of professional and cultural backgrounds.
  • Ability to use tact, good judgment, diplomacy, maintain confidentiality and exercise discretion.
  • Must be a motivated, adaptable team player with the ability to work well with others in a team environment with minimal supervision.
  • Excellent customer service orientation.
  • Knowledge of MS Word and Excel required.
  • Knowledge of Advance CS is preferred.
  • Word processing, writing, and editing skills required, specifically related to proposals, correspondence, and School publications.
  • Must be able to manage data and run reports from a variety of databases.
  • Regular and reliable attendance are requirements of this position.

  Education/Experience

  • Bachelor’s degree is preferred.
  • A minimum of 3 years of high-level administrative assistant experience required.
  • Experience in using the full range of word-processing software.
  • Experience in office organization and program/project management.
  • Experience in development or similar area such as marketing or sales preferred.
  • Experience with Advance CS preferred.
  • University experience preferred.

 

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, December 13, 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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