Senior Administrative Clerk

Purdue University; West Lafayette (IN); On-site; USD 45,000 - 64,000; Full time

Job summary

Purdue University’s Department of Food Science is seeking a Senior Administrative Clerk to provide high-level coordination for academic programs, facilities operations, and student activities.

You will act as a key liaison among the department, the Office of the Registrar, campus facilities, faculty, staff, and students, coordinating scheduling, records, reports, and department projects with discretion and adherence to university policies.

Qualifications

• 4 years of relevant experience coordinating programs, projects, events, or administrative processes.
• Experience using administrative systems and technology to support program operations, scheduling, reporting, records management, or related functions.
• Excellent verbal and written communication skills.
• Ability to work independently and manage non-routine assignments with limited supervision.

Responsibilities

• Coordinate course offerings and timetabling information in Banner.
• Guide faculty on scheduling processes and university policies.
• Coordinate classroom assignments and monitor enrollments throughout the academic year.
• Maintain academic records and reporting activities, including grade rosters and course data.
• Coordinate textbook information and Curriculog-based updates.
• Serve as Building Deputy for Nelson Hall and liaise with facilities units.
• Independently coordinating facility-related needs and operational concerns for the building.
• Coordinate shipping and receiving operations for Nelson Hall.
• Organize student programs and events and prepare Cognos reports for leadership.
• Provide high-level administrative support and assist with departmental projects and timely completion.

Skills

Verbal communication

Written communication

Organization

Project coordination

Independent work

Education

High school diploma/GED

Tools

Microsoft Office

Banner

MyPurdue

Cognos

Curriculog

Brightspace

SMAS Timetabling

Job description

The Department of Food Science is seeking a Senior Administrative Clerk. In this role, you will provide high-level program, project, and operational coordination for academic programs, departmental initiatives, facilities operations, and student-focused activities within the Department of Food Science. You will independently coordinate complex and non-routine activities, exercise discretion and apply university policies and procedures to resolve operational issues. You will serve as a key liaison among the department, Office of the Registrar, campus facilities and space‑management units, faculty, staff, students, and other university partners as well as coordinate academic scheduling and related processes, facilities projects and operational needs, student programs and events, and special departmental projects. In addition, you will monitor timelines, resources, records, and program data, prepare and analyze reports, identify operational issues and opportunities for process improvement, and develop solutions for review or implementation within established guidelines.

What You’ll Be Doing:

• Primary liaison between the department and the Office of the Registrar to coordinate course offerings each term, including preparing and submitting timetabling information in Banner and processing course-related documentation
• Providing guidance to faculty and instructors regarding academic scheduling processes, university systems, and applicable policies and procedures, including use of MyPurdue for grade entry, FERPA/GLBA requirements, final examination scheduling, Initial Course Participation ("Roll Call") recordkeeping, and course roster management
• Coordinating departmental classroom assignments and work with faculty to determine course capacity and monitor section enrollments throughout the academic year
• Maintaining and coordinating academic records and reporting activities, including grade reporting rosters in Cognos, required supporting documentation, course and enrollment data, advisor/instructor evaluations, and information used for departmental reviews and teaching-related grants
• Identifying incomplete or inconsistent information and coordinating with faculty and appropriate university offices to resolve issues and meet established deadlines
• Serving as departmental textbook coordinator by managing textbook adoption information, maintaining current textbook information, and entering required information into the Textbook Management System
• Coordinating course and curriculum updates through Curriculog and related university processes
• Serving as Building Deputy for Nelson (NLSN) Hall and act as the primary liaison between NLSN faculty, staff, and students and appropriate university facilities units
• Independently coordinating and communicating facility-related needs and operational concerns affecting the building, including specialized and critical infrastructure
• Coordinating shipping and receiving operations for NLSN Hall, including notification and timely distribution of incoming packages to appropriate recipients
• Coordinating key student programs and events, including the Freshman Dinner, Senior Reception, senior gifts, and exit interviews, working with faculty, staff, students, and other university partners to ensure activities are completed accurately and on schedule
• Compiling and administering bi-weekly Cognos reports on admitted first-year and transfer students for the Department Head and Academic Advisor and preparing GPA reports for the Undergraduate Curriculum Committee
• Coordinating communications and administrative processes associated with recruitment and student engagement, including welcome and scholarship letters, Food Science Club communications, and support for student orientation and recruitment activities
• Providing high-level administrative and program support for departmental operations and serve as backup support to the Department Head as needed
• Supporting faculty and administrative/professional staff with preparation and coordination of instructional, administrative, and professional materials, including classes, examinations, forms, tables, manuscripts, correspondence, and other documents using Microsoft Office and related systems
• Assisting with departmental projects and special assignments, monitoring deadlines, and coordinating information and materials to support timely completion

What We’re Looking For

• High school diploma/GED
• 4 years of relevant experience - relevant experience should include:
  • Experience coordinating programs, projects, events, or administrative processes involving multiple stakeholders
  • Experience using administrative systems and technology to support program operations, scheduling, reporting, records management, or related functions
• Excellent verbal and written communication skills
• Strong organizational, time management, and project coordination skills, with demonstrated ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment
• Ability to work independently, exercise sound judgment, and manage non-routine assignments with limited supervision
• Ability to collaborate effectively and build productive working relationships with faculty, staff, students, university offices, and external stakeholders
• Ability to interpret and apply policies and procedures, analyze non-routine issues, and independently resolve problems or recommend appropriate solutions
• Ability to identify opportunities for process improvement and implement or recommend changes to improve program and operational effectiveness
• Ability to coordinate programs, projects, activities, timelines, and related resources to ensure successful and timely completion
• Ability to compile, analyze, and interpret data and prepare reports to support program operations and departmental decision-making
• Advanced computer and software skills, including Microsoft Word, Excel, PowerPoint, Outlook, and related university systems
• Strong drafting, proofreading, editing, and professional correspondence skills
• Ability to provide guidance and procedural support to faculty, staff, students, and other stakeholders regarding departmental and university processes
• Ability to maintain confidentiality and appropriately manage sensitive university, student, and departmental records and communications
• Must be self-directed and able to anticipate academic program, registration, scheduling, facilities, and operational needs

Nice to Have:

• Knowledge of university policies, procedures, rules, and regulations, particularly those related to academic programs, students, course scheduling, registration, and enrollment
• Familiarity with facilities management and Purdue facilities maintenance, repair, remediation, and related operational processes
• Knowledge of FERPA requirements and appropriate management of confidential student information and academic records
• Knowledge of Banner, MyPurdue, SMAS Timetabling, Cognos, Curriculog, Brightspace, and other university systems related to academic scheduling, registration, student progress, reporting, and course administration

What We’d Like You to Know:

• To learn more about Purdue’s benefits summary CLICK HERE
• Purdue 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

Administrative and Operational Support 3

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