Administrative Assistant

Purdue University Northwest; Hammond (IN); Hybrid; USD 27,000 - 30,000; Full time

Benefits offered by this job

Full benefits

Paid vacation

Paid holidays

Retirement contributions

Health Savings Account

Wellness programs

Parental leave

Tuition remission for dependents

Job summary

Purdue University Northwest in Hammond, IN, seeks an Administrative Assistant for the Honors College/University College and Academic Affairs. The role provides comprehensive administrative and organizational support across campuses, coordinating scheduling, communications, records, and events, with duties spanning the Division of Academic Affairs.

Primary workstation may be at Hammond or Westville campus, with participation in meetings on both campuses; 8am-5pm, occasional evenings, salary

Qualifications

• HS Diploma required.
• Preferred: Associate’s or Bachelor’s Degree.
• Four years of clerical/administrative experience in higher education preferred.
• Strong organizational and communication skills required.

Responsibilities

• Provide clerical and administrative support for Honors College/University College.
• Coordinate scheduling and meeting logistics across campuses.
• Manage communications and records for Academic Affairs units.
• Assist with event planning and space management.
• Support payroll and budgeting documentation as needed.

Skills

Customer service

Organization

Communication

Team coordination

Education

HS Diploma

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office

Microsoft Teams

Brightspace

Cloud storage

Job description

Overview of Administrative Assistant

The Academic Affairs - Honors College/University College is seekingan Administrative Assistant. The Administrative Assistant for theHonors College/University College and Academic Affairs providescomprehensive administrative, operational, and organizationalsupport to ensure the effective and efficient functioningofUniversity College/Honors College and assigned academic supportareas within the Division of Academic Affairs. Reporting to theAssociate Vice Chancellor for Academic Affairs, the positionsupports the Honors College/University College, Student AcademicSupport/Advising, the Concurrent Enrollment Program, and the GradeAppeals Committee through assisting with communications, recordsmanagement, event and meeting coordination and scheduling, andother administrative functions across the Hammond and Westvillecampuses. The primary workstation for this position may be locatedon the Hammond or Westville campus, but expectations includeparticipating in selected meetings and events on bothcampuses.

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 forHonors College/University College
• Facilitating book ordering
• Assisting with the management of Honors College/UniversityCollege physical space
• Maintaining office supplies and overseeing officeequipment
• Coordinating College purchasing; and scheduling College anduniversity spaces.
• Coordinates conference participation and assists withtravel-related arrangements for Honors College/University Collegestaff, faculty, and students.
• Provides administrative support, as needed, to the AssociateVice Chancellor for Academic Affairs, the Director of AcademicAdvising and Student Success and the Director of the ConcurrentEnrollment Program, including assistance with scheduling,coordination of activities, and other administrativefunctions.
• Provides administrative support to the Chair of the GradeAppeals Committee, including assistance with scheduling,communications, and coordination related to the grade appealsprocess.
• Completes special projects and performs other administrativeduties as assigned based on the needs of Honors College/UniversityCollege and the Office of the Provost/VCAA.
• Serves as an initial point of contact for internal and externalconstituencies, including current and prospective students, alumni,faculty, staff, and university offices.
• Provides professional and timely assistance, respondsaccurately to inquiries, and directs individuals to the appropriateuniversity personnel, services, and resources as needed.
• Provides customer service and front-line support for UniversityCollege/Honors College, Student Academic Support, and otherAcademic Affairs functions as assigned, while maintainingappropriate confidentiality when handling student, faculty, anduniversity information.
• Manages physical and electronic correspondence and maintainsaccurate records and documentation for Honors College/UniversityCollege.
• Maintains student, program, event, and other administrativerecords while ensuring appropriate confidentiality and compliancewith university policies.
• Tracks Honors College/University College expenses, processesrelevant financial and payroll documentation, assists with budgetreconciliation and reporting, and coordinates with appropriateuniversity offices to support the hiring and payroll processes forinstructional staff and student workers affiliated with thecollege.
• Prepares and maintains contracts and other administrativedocumentation as needed.
• Assists with the planning and coordination of key events,programs, and activities for the Honors College/University Collegeand Student Academic Support areas.
• Coordinates meetings involving Honors College/UniversityCollege faculty, staff, students, and other stakeholders, includingscheduling, preparing/distributing agendas and materials, andproviding other logistical and administrative support asneeded.
• Schedules and coordinates meetings involving the Grade AppealsCommittee.
• Coordinates and supports communications with faculty, staff,students, and other internal and external audiences for the HonorsCollege/University College and other assigned areas, includingStudent Academic Support and the Concurrent EnrollmentProgram.
• Assists with the development and distribution ofcommunications, marketing and promotional materials, websitecontent, and social media, as appropriate.
• Performs other duties and special projects assigned to supportthe Honors College/University College and the Office of theProvost/VCAA.

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 UniversityWellness Initiatives
• Employee Wellness Programs
• Paid Parental Leave
• Tuition remission for you, your spouse and dependent childrenat any Purdue campus

For more information on our excellent benefit package, please visit: https://www.pnw.edu/human-resources/benefits/

Education of Administrative Assistant

• HS Diploma required.
• Preferred: Associate’s or Bachelor’s Degree

Experience of Administrative Assistant

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

Core Competencies of Administrative Assistant

• Demonstrated ability to provide professional, responsive, andcourteous service to university administrators, faculty, staff,students, and internal and external constituents.
• Strong organizational, time-management, and coordinationskills, with the ability to adapt to and manage multiplepriorities, handle interruptions, meet deadlines, and maintainaccuracy in a fast-paced, team-oriented environment.
• Excellent written, verbal, and interpersonal communicationskills, including the ability to compose, proofread, and editprofessional communications and materials.
• Strong attention to detail, analytical and problem-solvingskills, and the ability to maintain accurate records and handlesensitive and confidential information with discretion.
• Ability to work collaboratively across multiple offices andfunctional areas, learn new processes and technologies, and assumeadditional responsibilities as needed.
• Proficiency with Microsoft Office, virtual meeting platformssuch as Microsoft Teams, learning management systems such asBrightspace, and cloud-based file storage and collaborationsystems.

Additional Information

Purdue will not sponsor employment authorization for thisposition

Professional references will be verified prior to any offer ofemployment. Employment is contingent upon completion of successfulbackground check along with a motor vehicle records check ifapplicable.

Purdue University Northwest is an equal opportunity/equal accessuniversity.

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

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

PNW is consistently ranked among the best public regionaluniversities in U.S. News & World Report’s annual Best Collegesreport and is recognized as a First Scholars institution as well anInnovation and Economic Prosperity University. With its vision tocultivate leaders, inspire excellence, and impact our world, PNWadvances the socioeconomic mobility of its students and positivelyimpacts regional development.

FLSA Status

Non-Exempt