Events and Administrative Assistant, College of Engineering, Administration

POSTED: January 8, 2020

BUSINESS: Purdue Research Foundation

LOCATION: Purdue University Campus

POSITION TYPE: Full-time 

START DATE: Immediate Availability

Essential Functions

  • Assist with event planning and execution.
  • Support the office management needs of the team members in the College of Engineering Advancement office.
  • Assist with advancement and facilities projects and other department/development projects related to College administration, alumni relations, donor relations, special events and data management as directed.

Additional Responsibilities

Event Planning

  • Lead planning and attend special events hosted by the College of Engineering’s advancement team.
  • Reserve event locations as requested.
  • Process invitations and registrations.
  • Produce nametags.
  • Order/confirm food.
  • Assist with special events and alumni receptions as needed.
  • Manage internal and external billings.

Office Management

  • Provide continuous improvement suggestions and implement approved procedures concerning office management.
  • Prepare forms; monitor and track travel arrangements and reimbursements for staff members.
  • Reconcile credit cards monthly for all professional staff.
  • Monitor and track subscriptions/purchases; process documentation for payment.
  • Prepare folder, materials for donor visits.
  • Answer phones, make copies, and maintain electronic and paper filing systems for the office.
  • Order and maintain office supplies.
  • Proofread communications, mailings, annual reports, and other written materials.
  • Receive and host alumni guests of the advancement office.
  • Compose/edit and draft correspondence and create mailing lists; attend meetings and disseminate information; arrange meetings on and off campus; send meeting notifications.

Other Duties

  • Supervise student workers, including assigning, instructing, and reviewing the work of the student employees and participating in the hiring process.
  • Assist in stewarding donor gifts through print and electronic media.
  • Provide data entry updates to the UDO donor database upon request (including coding, contact reports, comments, and solicitation entries).
  • Assist in research of corporate and individual donors in preparation for visits.
  • Request reports from Development Services for use in advancement.
  • Update website content as needed.
  • Create confidential biographical donor background information, and secure data. 
  • Provide proactive management of weekly gift acknowledgement letters and other general correspondence.
  • Prepare and submit requests to Development Services for report generation.
  • Determine criteria and generate reports; research and prepare biographical information for donor/corporate/foundation solicitation visits.
  • Continuously update donor and alumni records.
  • Produce personalized acknowledgement letters to donors for the College.
  • Other duties as assigned.

Knowledge, Skills and Abilities

  • Proficient in Microsoft Word, Excel, PowerPoint, and Outlook (email and calendaring).
  • Excellent verbal and written communication skills, including professional telephone and office etiquette.
  • Ability to work independently and as a team member.
  • Detail-oriented.
  • Excellent organizational and interpersonal skills.
  • Customer-service oriented.
  • Ability to multi-task, work under pressure, handle frequent interruptions and meet deadlines.
  • Ability to take initiative, identify problems, analyze information, and implement solutions.
  • Strong leadership skills.
  • Must handle confidential information with discretion.
  • Some evening and weekend work required.
  • Regular and reliable attendance are requirements of this position.

Education/Experience

  • Bachelor’s degree preferred.
  • A minimum of three years of administrative/customer service experience required.
  • Event coordination/assistance experience preferred.
  • Experience with assisting customer relationships through written and verbal communication.

Application Instructions: 

If you are interested in applying, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org on or before Friday, January 31, 2020.

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

Purdue Research Foundation does not accept resumes from third-party recruiters.

Purdue Research Foundation is an affirmative action, equal opportunity 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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