Part-Time -Limited Duration - Administrative Assistant

Purdue University Northwest; Hammond (IN); On-site; USD 28,000 - 37,000; Part time

Benefits offered by this job

Full benefits – Medical, Dental,Vision

Ten paid vacation days first year

Ten paid holidays

University retirement contribution

HSA contribution with wellness program

Job summary

Purdue University Northwest seeks a Part-Time Administrative Assistant in the Managerial Studies Department in Hammond, IN. The role supports project operations, records, scheduling, communications, and reporting, with grant-funded status through August 31, 2028.

The successful candidate will handle office duties, coordinate meetings and events, assist with purchasing, reporting, and liaison activities, and maintain files and systems across university platforms.

Qualifications

• High School Diploma required.
• Two or more years of administrative experience required.
• Experience in academic or grant management environment preferred.
• Proficient computer skills and social media familiarity.

Responsibilities

• Provide administrative support to Projects personnel.
• Serve as first point of contact for students, faculty, staff and public.
• Maintain project records and files.
• Assist with scheduling appointments for project leadership and staff.
• Update project website and post on social media.
• Coordinate meetings and events for project leaders/external advisory board.
• Handle room reservations, menus, guest lists, and equipment setup.
• Prepare hiring documents for part-time lecturers and student workers.
• Access university systems to generate reports.
• Process purchasing and account reconciliation, including travel reimbursements.

Skills

Communication

Organizational skills

Multitasking

Attention to detail

Teamwork

Education

High School Diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Qualtrics

Scheduling software

Job description

Overview of Administrative Assistant

This position is grant-funded and anticipated to last until August 31, 2028

Purdue University Northwest is seeking a Part-Time Administrative Assistant in the Managerial Studies Department. The Administrative Assistant will assist with project operations, including recordkeeping, scheduling meetings and events, maintaining participant records, coordinating communications, processing documentation and supporting reporting activities.

Pay:

• $24.04

Schedule:

• Flexible hours, with some possible deadlines

Duties and Responsibilities of Administrative Assistant

• Provide administrative support to Projects personnel.
• Serve as first point of contact for the project for students, faculty, staff and public.
• Maintain project related records and files.
• Assist with scheduling appointments for project’s leadership and staff.
• Updating project related website and posting on social media.
• Coordinate meetings/events for Project leaders/staff, and external advisory board members.
• Tasks include room reservations, menu planning, coordinating guest lists, and table/equipment set-up.
• Oversee details to make sure that meetings/events are on schedule and that rooms, meals, and presentation equipment is set up planned.
• Coordinate department meetings, notify stakeholders of meeting and agenda, take/type meeting minutes
• Prepare and process personnel hiring forms such as contracts, payroll, tax, etc. for new/returning part-time lecturers and student workers.
• Access information from university systems and generate reports.
• Maintain signature authority for purchases, duplicating orders, and outgoing mail expenses.
• Responsible for purchasing and account reconciliation, including purchase requisitions, check requests, travel requests/reimbursements, credit card purchase reconciliation using database software programs.
• Order office and lab supplies for project’s leadership and staff.
• Maintain inventory of supplies.
• Perform other duties as assigned.

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

https://www.pnw.edu/human-resources/benefits/

Education of Administrative Assistant

• High School Diploma required.

Experience of Administrative Assistant

• Two or more years of previous administrative assistance experience required.
• Preferably in an academic setting or in grant management office with proficient knowledge of Windows based programs, applications, and social media use.

Core Competencies of Administrative Assistant

• Proficient in using Microsoft Outlook, Word, Excel, PowerPoint, Qualtrics, scheduling software
• Ability to reconcile credit card expenditures and track expenses
• Ability to take initiative to prioritize tasks
• Ability to multi-task and be detail-oriented
• Must work well as part of a team
• Must possess strong organizational, communication and editing skills
• Ability to work effectively, efficiently, and respectfully in a customer-oriented environment
• Ability to conduct oneself professionally
• Ability to use good judgment and maintain confidentiality
• Ability to interpret and communicate university policies and procedures
• Ability to adapt well to changes and willingness to learn new tasks
• Ability to functionally supervise student workers
• Ability to work with social media and websites

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/equal access 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.

FLSA Status

Non-Exempt