Administrative Assistant

Purdue University; Hammond (IN); On-site; USD 27,000 - 30,000; Full time

Benefits offered by this job

Full benefits package

Ten paid vacation days (first year)

Ten paid holidays

Retirement contributions by university

Health Savings Account contributions

Tuition remission (you, spouse, depend

Employee wellness programs

Job summary

Purdue University Northwest is seeking an Administrative Assistant to provide comprehensive administrative, operational, and organizational support for the Honors College/University College and related academic areas. The role supports communications, records, scheduling, and events across the Hammond and Westville campuses.

The position involves handling purchasing, budget reconciliation, payroll documentation, and correspondence while maintaining confidentiality and high service standards.

Qualifications

• Four years of clerical, administrative, and/or secretarial work experience.
• Experience in higher education is preferred.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and time-management skills.

Responsibilities

• Provides comprehensive clerical and administrative support for Honors College/University College.
• Facilitating book ordering and managing space and supplies.
• Coordinating meetings and scheduling across Hammond/Westville campuses.
• Assists with communications, records management, and travel arrangements.
• Prepares contracts and supports budget and payroll processes.

Skills

Professional service

Organizational skills

Communication skills

Attention to detail

Team collaboration

Microsoft Office

Teams

Brightspace

Education

Associate’s or Bachelor’s Degree

Tools

Microsoft Office

Brightspace

Microsoft Teams

Job description

The Academic Affairs - Honors College/University College is seeking an Administrative Assistant. The Administrative Assistant for the Honors College/University College and Academic Affairs provides comprehensive administrative, operational, and organizational support to ensure the effective and efficient functioning of University College/Honors College and assigned academic support areas within the Division of Academic Affairs. Reporting to the Associate Vice Chancellor for Academic Affairs, the position supports the Honors College/University College, Student Academic Support/Advising, the Concurrent Enrollment Program, and the Grade Appeals Committee through assisting with communications, records management, event and meeting coordination and scheduling, and other administrative functions across the Hammond and Westville campuses. The primary workstation for this position may be located on the Hammond or Westville campus, but expectations include participating in selected meetings and events on both campuses.

Pay:

• $19.72 - $22.12

Schedule:

• 8am – 5pm with occasional evening work; will flex work schedule to accommodate

Duties and Responsibilities of Administrative Assistant

• Provides comprehensive clerical and administrative support for Honors College/University College
• Facilitating book ordering
• Assisting with the management of Honors College/University College physical space
• Maintaining office supplies and overseeing office equipment
• Coordinating College purchasing; and scheduling College and university spaces.
• Coordinates conference participation and assists with travel-related arrangements for Honors College/University College staff, faculty, and students.
• Provides administrative support, as needed, to the Associate Vice Chancellor for Academic Affairs, the Director of Academic Advising and Student Success and the Director of the Concurrent Enrollment Program, including assistance with scheduling, coordination of activities, and other administrative functions.
• Provides administrative support to the Chair of the Grade Appeals Committee, including assistance with scheduling, communications, and coordination related to the grade appeals process.
• Completes special projects and performs other administrative duties as assigned based on the needs of Honors College/University College and the Office of the Provost/VCAA.
• Serves as an initial point of contact for internal and external constituencies, including current and prospective students, alumni, faculty, staff, and university offices.
• Provides professional and timely assistance, responds accurately to inquiries, and directs individuals to the appropriate university personnel, services, and resources as needed.
• Provides customer service and front-line support for University College/Honors College, Student Academic Support, and other Academic Affairs functions as assigned, while maintaining appropriate confidentiality when handling student, faculty, and university information.
• Manages physical and electronic correspondence and maintains accurate records and documentation for Honors College/University College.
• Maintains student, program, event, and other administrative records while ensuring appropriate confidentiality and compliance with university policies.
• Tracks Honors College/University College expenses, processes relevant financial and payroll documentation, assists with budget reconciliation and reporting, and coordinates with appropriate university offices to support the hiring and payroll processes for instructional staff and student workers affiliated with the college.
• Prepares and maintains contracts and other administrative documentation as needed.
• Assists with the planning and coordination of key events, programs, and activities for the Honors College/University College and Student Academic Support areas.
• Coordinates meetings involving Honors College/University College faculty, staff, students, and other stakeholders, including scheduling, preparing/distributing agendas and materials, and providing other logistical and administrative support as needed.
• Schedules and coordinates meetings involving the Grade Appeals Committee.
• Coordinates and supports communications with faculty, staff, students, and other internal and external audiences for the Honors College/University College and other assigned areas, including Student Academic Support and the Concurrent Enrollment Program.
• Assists with the development and distribution of communications, marketing and promotional materials, website content, and social media, as appropriate.
• Performs other duties and special projects assigned to support the Honors College/University College and the Office of the Provost/VCAA.

Benefits of Administrative Assistant

• Full benefits – Medical, Dental, Vision, Short Term Disability, Retirement, Life Insurance and more
• Tenpaid vacation days first year of employment
• Tenpaid holidays
• Universitypaid and matchingcontribution to retirement
• University contribution to Health Savings Account –
• Plus, a chance to earn more through participating in University Wellness Initiatives
• Employee Wellness Programs
• Tuition remission for you,yourspouse and dependent children at any Purdue campus
• Preferred: Associate’s or Bachelor’s Degree

Experience of Administrative Assistant

• Four years of clerical, administrative, and/or secretarial work experience.
• Experience in higher education is preferred.

Core Competencies of Administrative Assistant

• Demonstrated ability to provide professional, responsive, and courteous service to university administrators, faculty, staff, students, and internal and external constituents.
• Strong organizational, time-management, and coordination skills, with the ability to adapt to and manage multiple priorities, handle interruptions, meet deadlines, and maintain accuracy in a fast-paced, team-oriented environment.
• Excellent written, verbal, and interpersonal communication skills, including the ability to compose, proofread, and edit professional communications and materials.
• Strong attention to detail, analytical and problem-solving skills, and the ability to maintain accurate records and handle sensitive and confidential information with discretion.
• Ability to work collaboratively across multiple offices and functional areas, learn new processes and technologies, and assume additional responsibilities as needed.
• Proficiency with Microsoft Office, virtual meeting platforms such as Microsoft Teams, learning management systems such as Brightspace, and cloud-based file storage and collaboration systems.

Additional Information

Purdue will not sponsor employment authorization for this position

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/equalaccess university.

Purdue University Northwest (PNW) is a student-centered university that transforms lives through innovative education, impactful research and community engagement. Located in Northwest Indiana in the greater Chicago area and near the Indiana Dunes National Park, PNW serves approximately 9,000 students, including 6,000 core students, in a wide range of academic programs at the baccalaureate, master’s and applied doctoral levels.

Purdue Northwest employs more than 1,000 faculty and staff members for operations at its main campus in Hammond, Ind., and its branch campus in Westville, Ind., plus additional sites in Northwest Indiana including the Gabis Arboretum near Valparaiso, Ind. PNW’s values reflect the university’s commitment to respect, innovation, a student-centric university, and excellence.

PNW is consistently ranked among the best public regional universities in U.S. News & World Report’s annual Best Colleges report and is recognized as a First Scholars institution as well an Innovation and Economic Prosperity University. With its vision to cultivate leaders, inspire excellence, and impact our world, PNW advances the socioeconomic mobility of its students and positively impacts regional development.