Program/Project Assistant

Purdue University; West Lafayette (IN); Presencial; USD 42.000 - 54.000; Jornada completa

Descripción de la vacante

The Department of Biochemistry at Purdue University is seeking a Program/Project Assistant to provide programmatic and administrative support for the weekly departmental seminar series, undergraduate program activities, and communications.

You will coordinate meetings, manage materials, assist with visits, travel, events, and maintain records and website content, helping faculty, staff, students, visitors, and prospective students.

Formación

• High school diploma or GED required.
• 2 years of relevant administrative, program support, student support, event coordination, or related experience.
• Strong organization, time management, written and verbal communication skills.
• Ability to manage multiple priorities and work with diverse stakeholders.
• Ability to follow University procedures and handle confidential information.
• Proficiency with Microsoft 365, calendars, spreadsheets, and databases.
• Ability to utilize AI tools to streamline workflows while maintaining accuracy and confidentiality.

Responsabilidades

• Coordinating faculty mentoring meetings for undergraduate students, including scheduling, communications, and records.
• Maintaining and organizing undergraduate recruiting folders and related materials.
• Managing inventory, ordering, and distributing of recruitment/promotional items for prospective students and recognition items for graduating seniors.
• Supporting prospective-student visits, recruiting activities, and other undergraduate program needs.
• Maintaining undergraduate program information and referring academic advising questions or student concerns requiring advising judgment to the Principal Academic Advisor.
• Serving as an administrative contact for invited speakers and visitors; coordinating travel in Concur, itineraries, meeting schedules, conference rooms, classroom/room schedules, communications, audiovisual needs, and day-of logistics.
• Maintaining seminar records and timelines and follow up on outstanding arrangements.
• Assisting with departmental symposia, retreats, and other events as assigned.
• Managing the monthly Molecular Matters publication by soliciting and collecting articles, drafting and organizing content for review, maintaining the publication schedule, and distributing approved issues.
• Developing and maintaining useful content for departmental televisions/hallway monitors.
• Maintaining assigned portions of the BCHM website and departmental social media channels; assisting with poster printing, faculty/staff/student photos, and other communications materials.
• Obtaining updated alumni information from the appropriate University office.
• Providing general program and main-office support, including visitor assistance, conference-room scheduling, office supplies and shared equipment, routine faculty travel support, invoice processing, departmental lists, and administrative backup.
• Coordinating established meetings, events, materials, and routine processes with appropriate University offices.
• Maintaining a working database of laboratory safety forms and related records; monitoring documentation for completeness and following up on missing items.
• Maintaining spreadsheets, tracking tools, calendars, and shared records; monitoring routine deadlines; researching questions; and maintaining procedures or implementing approved process changes.

Conocimientos

Organization

Time management

Written communication

Verbal communication

Customer service

Multitasking

AI tools usage

Educación

High school diploma/GED

Herramientas

Microsoft 365

Calendars

Spreadsheets

Databases

AI tools

Descripción del empleo

The Department of Biochemistry is seeking a Program/Project Assistant. In this role, you will provide programmatic and administrative support with primary responsibility for the weekly departmental seminar series, undergraduate program support, departmental communications, and general program and office operations. You will coordinate established activities, maintain program records and information, support faculty, staff, students, visitors, and prospective students, and perform routine work independently after appropriate training while referring unusual or complex matters to the appropriate supervisor or program lead.

What You'll Be Doing:

• Coordinating faculty mentoring meetings for undergraduate students, including scheduling, communications, and records
• Maintaining and organizing undergraduate recruiting folders and related materials
• Managing inventory, ordering, and distributing of recruitment/promotional items for prospective students and recognition items for graduating seniors
• Supporting prospective-student visits, recruiting activities, and other undergraduate program needs
• Maintaining undergraduate program information and referring academic advising questions or student concerns requiring advising judgment to the Principal Academic Advisor
• Serving as an administrative contact for invited speakers and visitors; coordinating travel in Concur, itineraries, meeting schedules, conference rooms, classroom/room schedules, communications, audiovisual needs, and day-of logistics
• Maintaining seminar records and timelines and follow up on outstanding arrangements
• Assisting with departmental symposia, retreats, and other events as assigned
• Managing the monthly Molecular Matters publication by soliciting and collecting articles, drafting and organizing content for review, maintaining the publication schedule, and distributing approved issues
• Developing and maintaining useful content for departmental televisions/hallway monitors
• Maintaining assigned portions of the BCHM website and departmental social media channels; assisting with poster printing, faculty/staff/student photos, and other communications materials
• Obtaining updated alumni information from the appropriate University office
• Providing general program and main-office support, including visitor assistance, conference-room scheduling, office supplies and shared equipment, routine faculty travel support, invoice processing, departmental lists, and administrative backup
• Coordinating established meetings, events, materials, and routine processes with appropriate University offices
• Maintaining a working database of laboratory safety forms and related records; monitoring documentation for completeness and following up on missing items
• Maintaining spreadsheets, tracking tools, calendars, and shared records; monitoring routine deadlines; researching questions; and maintaining procedures or implementing approved process changes

What We're Looking For:

• High school diploma/GED
• 2 years of relevant administrative, program support, student support, event coordination, or related experience
• Strong organization, time management, written and verbal communication, attention to detail, and customer-service skills
• Ability to manage multiple priorities, work effectively with faculty, staff, students, visitors, and external contacts
• Ability to follow University procedures, work independently on established assignments, research routine questions, appropriately escalates issues, handle confidential information
• Microsoft 365, calendars, spreadsheets, databases, and other standard office systems skills
• Ability to utilize AI tools appropriately to streamline workflows, analyze information, and increase productivity while maintaining accuracy and confidentiality

What We'd Like You to Know:

• Purdue University will not sponsor employment authorization for this position
• A background check will be required for employment in this position
• Retirement Eligibility: Non-exempt Defined Contribution Plan
• Benefit Statement: Purdue University offers a substantial Benefit Package including medical, dental, and vision insurance as well as a generous paid time off package for sick and vacation days
• Purdue University is an EO University.

Administrative and Operational Support 2

Pay Band: S040

Job Code: 20003936

Who We Are:

Purdue is a community built on collaboration, with global perspectives, Boilermaker pride and endless opportunity to live, learn and grow. Join us and contribute to our culture.

Equal Opportunity Employer

Purdue University is an equal opportunity/equal access university