Administrative Assistant, Purdue Polytechnic Institute

POSTED: November 2, 2018

BUSINESS: Purdue Research Foundation

LOCATION: Purdue University Campus

POSITION TYPE: Full-time 

START DATE: Immediate Availability

Essential Functions:

  • Provide administrative support to Purdue Polytechnic Institute Advancement team members to ensure ongoing quality operations of the Advancement Office.
  • Professionally and courteously, greet all guests, using good judgment to provide excellent customer service.
  • Direct inquiries and information to appropriate staff.
  • Assist with day-to-day operations, projects, reporting and work flow related to development, special events, alumni relations, donor relations and stewardship in the Purdue Polytechnic Institute.
  • Organize and maintain event calendars, coordinate meetings and appointments, interoffice calendars, and travel schedules.

Additional Responsibilities:

Advancement Operations

  • Prepare forms, coordinate travel arrangements and itineraries, and prepare expense reimbursements.
  • Maintain shared data/file organization and management, including confidential information.
  • Compose, proofread, and edit general internal and external correspondence, mailings, publications, reports and other written materials.
  • Prepare background/briefing materials for donor visits.
  • Report and record data pertaining to alumni, donors and events, such as contact information and interaction reports.
  • Process gifts channeled through the Polytechnic Advancement Office.
  • Request, generate and distribute alumni and donor reports appropriately.
  • Work closely with the Polytechnic and PRF business offices to prepare payment requests, expense reports, reconcile credit cards and support business operations.
  • Track and order office supplies.
  • Maintain knowledge of current development procedures and computer technology to enhance development process and maintain efficiency.
  • Update and maintain standard operating manual for the Purdue Polytechnic Advancement Office procedures.
  • Assist with onboarding of new staff and cross-training with colleagues as appropriate.
  • Coordinate with Purdue Polytechnic Marketing and Communications Office for e-news and other electronic mail files.
  • Other duties as assigned.

Events and Alumni Relations

  • Work in cooperation with the Manager of Alumni Relations and Special Events to coordinate and execute events for donors, prospects, alumni, and corporate/foundation partners.
  • Assist in securing event locations and catering as requested.
  • Collect and track guest registrations and prepare nametags.
  • Assist as needed in set-up, tear-down and registration for events.
  • Process vendor payments.
  • Assist with coordinating invitations and reservations for President’s Council, athletic, regional and other University events.

Donor Relations and Stewardship

  • Work in cooperation with the Manager of Development Operation and Donor Relations to assist with annual giving activities, corporate and foundation cultivation and solicitation, and execution of the Purdue Polytechnic donor relations plan.
  • In coordination with the Manager of Development Operations and Donor Relations, handle monthly gift reports and acknowledgement letters for the Dean and school/department heads.
  • Update and edit the Purdue Polytechnic Advancement website and SharePoint intranet.
  • Serve as support for donor engagement activities, including cultivation, stewardship, academic events, and on-campus visits by corporate partners.

Knowledge/Skills/Abilities

  • Excellent organizational, time-management, and interpersonal skills.
  • High proficiency in Microsoft Word, Excel, PowerPoint, Outlook and SharePoint.
  • Ability to influence and build working relationships across the Polytechnic, PRF, and the University at all levels with a focus on excellent customer service.
  • Strong verbal and written communication skills, including telephone etiquette, planning, public relations, proofreading, drafting, editing and disseminating correspondence and reports.
  • Ability to efficiently multi-task, work under pressure, handle frequent interruptions and meet deadlines.
  • Capable of taking initiative, assuming responsivity and handling confidential information with discretion.
  • Ability to work independently and contribute to a team environment.
  • Occasional overtime required.
  • Regular and reliable attendance are requirements of this position.

Education/Experience

  • Associate’s degree preferred.
  • Minimum of four years’ experience in an office environment.
  • University and development experience preferred.
  • Experience and ability to handle highly-sensitive, confidential information.

Application Instructions: 

If you are interested in applying for this position, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org by Friday, November 23, 2018. 

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 equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

 

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