Overview of Administrative Assistant
Purdue University Northwest is seeking an Administrative Assistant to join the History, Philosophy, Politics, and Economics Department (HPPE)! The HPPE Department provides graduates with a course of studies that will take them toward careers like education, law, politics, public policy, government, economic development, research and historical preservation, philanthropy and nonprofits organizations, and professional writing. The role of the Administrative Assistant will provide administrative support for the HPPE Department. This includes acting as the first point of contact within the department for students, faculty, staff, and the public. This person will assist in budgets, hiring, payroll, and purchasing, updating e-mail lists, and complete overall tasks of the department and department chair. This person will also provide support for faculty and students in the department, organize events and other department activities. This position is located at the Hammond campus, but occasional travel to the Westville campus will be required.
This position does have the opportunity for a flexible work schedule but does require a strong on-campus presence.
Pay:
- $18.27 - $20.67
Schedule:
- Monday - Friday; No Weekends
Duties and Responsibilities of Administrative Assistant
- Coordinate and process applications of incoming graduate students
- Enter and update student information into the Banner system
- Process graduate students' plans of study, thesis paper work and all other graduate forms
- Assist with faculty searches
- Administer make up exams to students
- Order all textbooks from the campus book store
- Order desk copies of textbooks for faculty
- Prepares tests, case studies and student handouts for classes
- Schedule rooms for presentations,department meetings, etc
- Supply enrollment data for department head gathering data from Banner database
- Proctor make up tests for students
- Maintain confidential records
- Coordinate student events, including selecting dates, invites, attendee tracking, etc.
- Work with Honor Societies to schedule meetings, collection of dues, etc
- Notifies students of class cancellations
- Process paperwork for Undergraduate Student Research Grant recipients
- Select, employ and supervise student workers/graduate students (when budget allows)
- Order office supplies and computers
- Work with job applicants to facilitate campus visits
- Organize faculty events, sending invitations, making reservations, designing the program and seeing to the catering needs
- Prepares, processes and monitors the flow of all necessary University forms
- Regularly answers the department phone (taking messages, routing calls)
- Is consistently available in the department office to assist faculty, PUC staff, students and the public
Benefits of Administrative Assistant
- Full benefits – Medical, Dental, Vision, Short Term Disability, Retirement, Life Insurance and more
- Ten paid vacation days first year of employment
- Ten paid holidays
- University paid and matching contribution to retirement
- University contribution to Health Savings Account –
- Plus, a chance to earn more through participating in University Wellness Initiatives
- Employee Wellness Programs
- Paid Parental Leave
- Tuition remission for you, your spouse and dependent children at any Purdue campus
For more information on our excellent benefit package, please visit: https://www.pnw.edu/human-resources/benefits/
Purdue University Northwest (PNW) is a premier metropolitan university dedicated to empowering transformational change in our students and in our community. We offer two campuses serving approximately 8,800 undergraduate and graduate students. At PNW, we value academic excellence, support growth, and celebrate diversity.
PNW sits between Chicago’s skyscrapers and Lake Michigan’s sandy shores. You can have all the perks of a world-class city just a short drive away or enjoy the natural beauty of the Indiana Dunes National Park and Lake Michigan just 15 miles away.
Education of Administrative Assistant
- Requires a high school diploma/GED
Experience of Administrative Assistant
- Four years’ experience in administrative support
- Experience in higher learning environment, preferred
Core Competencies of Administrative Assistant
- Ability to use good judgment
- Strong verbal and written communication skills
- Ability to take initiative and work with minimal supervision
- Ability to maintain confidentiality
- Attention to detail
- MS Word creating correspondence, formatting, mail merges
- MS Excel creating spreadsheets, basic formulas
- MS Outlook, MS Publisher, WebEx, Cognos, SAP and Banner database is preferred
- Must have ability to multi-task, work in fast-paced environment
- Strong organizational skills
- Ability to navigate databases
- Work effectively with diverse groups of individuals
- Ability to provide excellent service to internal and external customers
- Ability to interpret and communicate university policies and procedures
- Ability to adapt well to changes and willingness to learn new things
- Conduct oneself in a professional manner
- Ability to functionally supervise
- Ability to update and maintain departmental website is preferred
- Scheduling and planning events/meetings
- Must be organized and task-oriented
- Must be able to prioritize and complete tasks in a timely manner
Additional Information
Professional references will be verified prior to any offer of employment. Employment is contingent upon completion of successful background check along with a motor vehicle records check if applicable.
Purdue University Northwest is an equal opportunity/equal access university.