Administrative Assistant

POSTED: August 23, 2021
BUSINESS: Purdue for Life Foundation
POSITION TYPE: Full-time
START DATE: Immediate Availability

Essential Functions

  • Provide administrative support to a fundraising team or multiple teams to ensure efficient and quality operations.
  • Assist with day-to-day operations, which may include special projects, reporting and workflow related to development, stewardship, donor relations, special events, and alumni relations.
  • Organize and maintain event calendars, coordinate meetings and appointments, interoffice calendars, and travel schedules.

Additional Responsibilities

Administrative

  • Schedule and coordinate meetings and calendars for multiple team members using Microsoft Outlook and Calendar.
  • Generate reports, prepare agendas, and facilitate/prepare meeting materials with proficiency in Microsoft Office, Excel, and PowerPoint.
  • Take notes during meetings and manage follow-up action items.
  • Responsible for meeting logistics, including but not limited to technical support and set up of virtual meetings using MS Teams, WebEx or Zoom. Responsible for in-person meeting logistics such as securing space, arranging and setting up food if applicable, and assisting with A/V-technical set up.
  • Book flights, hotel, and ground transportation.
  • Process travel requests​ and reimbursements.
  • Serve as an onboarding coordinator for assigned team(s) by assisting with onboarding new staff.
  • Order supplies, monitor and distribute mail, and track spending accounts, if applicable.
  • Create and maintain filing systems.​
  • Process monthly PRF statements​ and business invoices.​
  • Assist team members with projects as assigned.​

Communication and Collaboration

  • Prepare communications such as memos, emails, invoices, reports, and other correspondence.
  • Write, edit, and proof documents such as letters and reports.
  • Greet visitors and follow-up on phone and email inquiries.
  • Collaborate with assigned team(s) unit/area/college business office and dean/head/director’s office.
  • Serve as a member of the PFLF administrative support team, collaborating, cross training and assisting with supporting other teams when applicable. 
  • Manage team’s general email inbox, if applicable.​

 Knowledge, Skills and Abilities

  • Collaborate with other administrators, support staff, and other key stakeholders on a regular basis.
  • Strong ability to organize and prioritize.
  • Must be flexible and adapt easily to change.
  • Excellent spelling, grammar, and writing are essential, with proficiency in a variety of styles.
  • Ability to work both independently and as a team member.
  • Ability to multi-task, work under pressure, handle frequent interruptions and meet deadlines.
  • Ability to take initiative, identify problems, analyze information, and implement solutions.
  • Must handle confidential information with discretion.
  • Occasional overtime required.
  • Regular and reliable attendance are requirements of this position.

Education/Experience

  • High school diploma required; some college or additional training beyond high school preferred.
  • At least three years of clerical or secretarial experience.
  • Experience in a customer service role.

 

This posting represents multiple openings. If you are interested in applying, please click here to begin the process: https://www.applyatprf.com.The application deadline is Monday, September 13, 2021.

A criminal conviction check and negative controlled substance test are required for employment in this position. 

Purdue Research Foundation is an equal opportunity, affirmative action employer. PRF views, evaluates, and treats all persons in all Foundation-related activities solely as individuals on the basis of their own personal abilities, qualifications, and other relevant characteristics.  All qualified applicants for employment will receive consideration without regard to race, religion, color, gender, national origin or ancestry, genetic information, marital status, parental status, sexual orientation, gender identity and expression, disability, or status as a veteran.

 

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