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Requisition ID:  9513

Associate Administrative Assistant

Job Summary

*Updated March 23, 2020*: All interview and hiring processes will be postponed until later specified. At this time, we are still accepting applications.


The Department of Food Science is seeking an Associate Administrative Assistant to serve as first point of contact for Department and work independently to provide a high degree of professional assistance to internal and external clientele including dignitaries, industry, faculty, staff and students.  This position will oversee daily operations of the main office and supervise clerical student workers as well as initiate, coordinate and conclude major events.

  • Providing excellent customer service and professionalism to interact with multiple audiences
  • Answering questions, screening and routing telephone calls, distributing mail and incoming faxes as needed
  • Advising on general University guidelines and procedures
  • Coordinating office equipment purchases, including maintenance and repair
  • Managing inventory; ordering and receiving departmental supplies
  • Maintaining adequate mail supplies and assisting faculty, staff and students with outgoing express mail (UPS, Fed Ex, DHL)
  • Working with department SharePoint and Facebook Administrator
  • Web Directory maintenance for the department.
  • Maintaining student work staff by recruiting, hiring, training and conducting orientation
  • Prioritizing, assigning and monitoring workload of student workers
  • Initiating, coordinating and concluding major events
  • Determining goals and objectives of the event, event title, establishing event agenda/outlining draft, budget, location, attendance, and event flyer design
  • Obtaining and maintaining a list of key event contacts
  • Providing event services for lodging, food and beverages, meeting space needs and room setups, audio-visual equipment, and transportation and parking
  • Coordinating schedules and activities with internal and external parties
  • Proofreading and editing documents
  • Managing building esthetic; updating plaques with current information, building directory and display cases
  • Actively seeking suggestions for building display cases and update with newsworthy items on monthly basis
  • High School Diploma/GED
  • 2 years secretarial or general clerical experience
  • Excellent customer service and professionalism to interact with multiple audiences
  • Motivated individual with ability to efficiently multi-task, work under pressure, handle interruptions and meet deadlines
  • Strong oral and written communication and timely correspondence, including drafting, proofreading and editing skills
  • Strong organizational and time/project management skills with emphasis on accuracy and attention to detail
  • Ability to establish and maintain quality standards



  • University experience and experience with event/project planning and coordination
  • SharePoint and Powerpoint skills
  • Outlook, Excel, and mail merge proficiency
  • Adobe InDesign experience


Additional Information:

  • A background check is required for employment in this position
  • FLSA: Non-Exempt (Eligible for Overtime)
  • Retirement Eligibility: PERF/ Non- exempt Defined Contribution Plan
  • Purdue University is an EOE/AA employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply

Nearest Major Market: Lafayette