Administrative Assistant-College of Science

POSTED: January 22, 2018

BUSINESS: Purdue Research Foundation

LOCATION: Purdue University Campus

POSITION TYPE: Full-time 

START DATE: Immediate Availability

Essential Functions:

  • Support and assist the Chief Development Officer and the Director of Corporate and Foundation Relations for the College of Science in an enthusiastic, timely, and professional manner.
  • Manage the College of Science Advancement team calendar, including organizing team meetings and activities.
  • Assist with day-to-day operations, projects, reporting and workflow related to development, stewardship, donor relations, special events, and alumni relations.
  • Administer office resources to provide timely and accurate responses to the Dean’s Office, College of Science departments, University Development Office, alumni, donors, and friends of the College of Science.
  • Provide exceptional customer service to internal and external audiences, representing the College and Purdue with tact and courtesy at all times.

 Additional Responsibilities:

  • Organize meetings and schedule appointments using MS Outlook. Respond to high volume of requests to provide access, organization and best efficiency of busy office.
  • Coordinate all aspects of travel including flights, hotels, rental cars, documents, meal reservations and meetings.
  • Prepare reports and background briefings as requested.
  • Process and track business gift agreements, office forms, reimbursements, and more.
  • Work in accordance with College’s gift acceptance policies, keep donor data systems and perform work with high degree of accuracy.
  • Maintain knowledge of overall Dean’s Office operations; coordinate details of travel, meetings, and fundraising efforts in collaboration with the Dean’s staff.
  • Use independent judgment to 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.
  • Maintain the confidentiality of donor details. 
  • Hire, train and supervise student worker(s) to perform assigned duties and data entry.
  • Assist members of the Dean's staff by answering the phone, greeting visitors, and other projects as required. 
  • Provide support and assistance to staff who travel while they are off campus.
  • Order and maintain office supplies.
  • Answer phone, make copies, maintain electronic and paper filing systems.
  • Welcome visitors, callers, and issues with tact, diplomacy, and professionalism.
  • Other duties as assigned.

 Knowledge/Skills/Abilities:

  • Have a positive attitude, sense of humor, and an enjoyment of interacting with people on behalf of the College.
  • Excellent oral and written communication skills required.
  • Ability to influence and build working relationships across the College of Science, PRF, and the University at all levels with a focus on excellent customer service.
  • Ability to interpret and articulate the mission of Purdue University and PRF and to interpret and adhere to University and PRF administrative procedures. 
  • Must be able to interact with stakeholders from a wide range of professional and cultural backgrounds. 
  • Ability to represent the University with tact and diplomacy at all times required. 
  • Sound judgment, initiative, and ability to collaborate effectively required. 
  • Excellent relationship building, organizational and time management skills required. 
  • Word processing, writing and editing skills required, specifically related to proposals, correspondence, and communications with many diverse constituencies. 
  • Must be willing and able to manage data and run reports from a variety of database programs.
  • Excellent computer skills necessary, specifically Microsoft Word, Excel, Outlook, and PowerPoint.
  • Ability to work independently and contribute to a team environment.
  • Occasional overtime required.
  • Knowledge of Advance Web, Cognos, and SharePoint are preferred. 

Education/Experience:

  • High school diploma/GED required.
  • College degree preferred; a combination of relevant experience and education will substitute for degree.
  • Four years clerical or administrative office experience required. 
  • Experience in development or alumni relations is preferred.  

If you are interested in applying for this position, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org by Friday, February 9, 2018. 

This position is located on the Purdue University campus in West Lafayette, IN.

For more information on careers in the Development Office, visit http://purdue.edu/devcareers

A criminal conviction check and negative controlled substance test are required for employment in these positions.  Purdue Research Foundation is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

The Purdue Research Foundation is unable to sponsor an employment related visa for this position.

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