Purdue University

Job Summary

This position requires a responsible and reliable individual, able to work independently under minimal supervision. Must be an excellent communicator, both verbally in-person, and written correspondence representing our school professionally. As the main Materials Engineering graduate program administrative assistant, attention to detail, accuracy, timeliness, and follow-up are crucial with a high level of productivity, accuracy, and confidentiality. Will serve as back-up to the Lead Administrative Assistant, providing high level administrative support. Event planning and logistics for the school, prospective and incoming graduate students, often coordinating with Grad Student Association. Accessing SLATE to help facilitate MSE grad committee review, and placement for new graduate students, assisting grad admissions and grad committees. Notification and disbursement of scholarships and fellowships, along with sending offer letters once graduate student applicants are reviewed and accepted. Management of graduate office spaces, and keys. Overseeing student clerical assistant worker tasks, and requesting their assistance as needed. Coordinating itineraries and travel reimbursements for visiting guests, speakers, and prospective graduate students. Serves as school liaison for many areas, directing guests, students, and faculty as needed to appropriate departments and procedures, so Purdue experience if advantageous.

This position will be filled as an Administrative Assistant or as a Senior Administrative Assistant. The hiring manager will determine the job level based on the skills, experience and qualifications of the selected candidate.

This role offers a chance to make a meaningful impact at a prestigious institution known for innovation and research excellence. Join our community of lifelong learners and contribute your skills to this critical program. At Purdue, you'll find unrivaled pride and unlimited potential as we persistently pursue the next giant leap together. Take the next step in your career journey - apply now to help build a better world at Purdue University.

What You'll Be Doing:

• MSE Graduate Admission Recruiting: Work with Academic Advisor, organizing reviews of student applications, write and send offer letter for acceptance and engineering employment, send fellowship letters, manage graduating recruiting events, including itinerary, lab tours, transportation, faculty/visiting student meetings, hotel space, virtual visits, grad showcase
• Graduate Student Orientation: coordinating presentations, and faculty presentation/meetings Assign Graduate student office and desk space, manage office keys and disbursements
• Department Event Planning and Coordination: Graduation, Awards Events, Seminars/Lectures sponsored by the department, department retreats, other events
• MSE Guest Visits: guest accommodations – hotel booking, parking, creating itineraries, escort guests, ensuring timeliness of itinerary, meeting invitations to all parties involved, dinner reservations, credit card check-out and reconciliation, reimbursements for guests, travel arrangements
• Assist graduate students with business related questions, offer letters, travel/travel cards, shipping, and procurement
• Assist MSE Grad Admissions and Graduate Committees: coordinate meetings, minutes, agendas
• Miscellaneous tasks: Homecoming liaison, faculty requests (meeting room administration, printing exams, meeting preparation, faculty regalia assignments for commencement, main office desk responsibilities in coordination with other senior administrative assistant, and student clerical assistants, back-up to Lead Administrative Assistant for Department Head needs

About Us:

The College of Engineering at Purdue University is among the best and largest Engineering schools in the world. With nearly 16,000 engineering students and more than 500 tenure track faculty in the college, this position has ample opportunity to have an impact at one of the world’s most influential universities.

For more information about our department, please visit:

• College of Engineering, Purdue University https://engineering.purdue.edu/Engr
• External Recognitions Program https://engineering.purdue.edu/Engr/People/Awards
• College of Engineering's Social Media https://engineering.purdue.edu/Engr/AboutUs/social

What We're Looking For:

Administrative Assistant

• High school degree
• Two (2) years of related work experience
• Time management
• Excellent verbal and written communication skills
• Meticulous organization and timeliness
• Microsoft suite (Excel, Word, Teams, PowerPoint)
• Basic AV skills
• Google Docs, Slate, Adobe and other required training/certifications
• Purdue systems (procurement, travel, shipping, building/computer support, space management)

Senior Administrative Assistant

• High school degree
• Three (3) years of related work experience
• Strong organizational and time management skills and attention to detail
• Excellent customer service, verbal and written communication skills
• Meticulous organization and timeliness
• Microsoft suite (Excel, Word, Teams, PowerPoint)
• Basic AV skills
• Google Docs, Slate, Adobe and other required training/certifications
• Purdue systems (procurement, travel, shipping, building/computer support, space management)
• Ability to identify routine problems and implement or recommend solutions

Nice to have:

• Associate’s degree or higher

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.

Additional Information:

• Purdue’s benefits summary https://www.purdue.edu/hr/Benefits/
• Purdue will not sponsor employment authorization for this position
• A background check will be required for employment in this position
• FLSA: Exempt (Not Eligible For Overtime)
• Retirement Eligibility: Defined Contribution Waiting Period
• Purdue University is an EO/EA University

Career Stream

Compensation Information:

Administrative and Operational Support 2

Pay Band S040

Job Code#20002330

Link to Purdue University's Compensation Guidelines: https://www.purdue.edu/hr/mngcareer/compguidelines/index.php

Compensation Information:

Administrative and Operational Support 3

Pay Band S045

Job Code#20002331

Link to Purdue University's Compensation Guidelines: https://www.purdue.edu/hr/mngcareer/compguidelines/index.php

FLSA Status

Non-Exempt