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Administrative Assistant- Chemistry

Requisition ID:  16514

Job Summary


This position serves as department secretary for chemistry to provide clerical support to the chair, faculty, and staff in carrying out daily office operations including word processing, monitoring student registration, directing phone calls and visitors, maintaining accounting records and student files, and preparing documents for College/University, Registrar, Purchasing, Human Resources, Payroll, and Accounting.


Job responsibilities include but are not limited to:

  • Maintain department files including student and faculty records, alumni survey and database, budget information, reports, etc.       
  • Maintain accounting records and balances for all departmental, research, and grant accounts.
  • Initiate purchase requisitions, as needed, and verify charges against internal billing statements.
  • Provide information regarding expenditure reports.
  • Verify receipt of all paperwork, track shipments, and initiate returns.
  • Prepare documents to process transactions for travel, accounting, payroll, and purchasing.                             
  • Word process a variety of materials including correspondence, reports (including ACS or other accreditation agencies), course materials, etc.
  • Process student evaluations and ensure timely scoring and distribution of results.
  • Direct phone calls and visitors; provide general information about department procedures, registration, schedules, etc.
  • Process academic transactions by preparing documents to create class schedules initiate course change forms, order textbooks, and coordinate printing/pricing for in-house laboratory manuals and supplementary materials. 
  • Maintain inventory and order office supplies as needed. 
  • Track enrollments for faculty by conducting queries into student database, myBLUEprint, and schedule of classes, including coordination of seats for PFW and IUFW.
  • Plan and organize special events such as holiday potluck and student award luncheons. Assist chair processing student awards by providing information about funding, etc. 
  • Ensure timely completion of procedures for faculty recruiting including travel, accommodations, etc. 
  • Inform faculty and staff of new and revised procedures.  




  • High School diploma or GED required
  • Good organizational and verbal/written communication skills with ability to work independently
  • Skill in word processing, database and spreadsheets with accounting skills
  • Ability to maintain accurate and detailed records
  • Three years office experience




  • University experience
  • Knowledge of Banner student information system

Additional Information



  • Purdue will not sponsor employment authorization for this position
  • A background check will be required for employment in this position
  • FLSA:  Non-Exempt (Eligible for Overtime)
  • Retirement Eligibility:  Non-Exempt Defined Contribution Plan
  • Purdue University Fort Wayne seeks to develop and nurture its diversity.  Purdue Fort Wayne is committed to maintaining an inclusive community that recognizes and values the inherent worth and dignity of every person; fosters tolerance, sensitivity, understanding, and mutual respect.  Purdue Fort Wayne is an EEO/AA employer fully committed to achieving a diverse workforce.  All individuals, including minorities, women, individuals with disabilities, and protected veterans are encouraged to apply.



Find out why so many are taking advantage of a career at Purdue University Fort Wayne!  Employees enjoy:


  • Free tuition through Purdue University Global
  • Fee remission for a traditional Purdue degree for yourself, spouse, and children
  • Health, Vision, and Dental Insurance
  • Retirement benefits
  • Paid Time Off
  • Support for professional development opportunities
  • Live and work in an affordable, family friendly community
Nov 5, 2021

Nearest Major Market: Fort Wayne

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