AddressThe College of Humanities, Education & Social Sciences (CHESS) at Purdue University Northwest is seeking an Administrative Assistant to join their team. The Administrative Assistant position provides administrative support to the Dean’s office, the Office of Partnerships and Outreach, and the Office of Assessment and Accreditation. This position helps to ensure the efficient operations of the college and these offices in a friendly, organized, and efficient manner. Our College of Humanities, Education & Social Sciences is the largest college at Purdue University Northwest offering more 30 degree programs. The mission of the College of Humanities, Education, and Social Sciences (CHESS) is to prepare students for successful careers, ethical leadership, and engaged citizenship to address the challenges that confront Northwest Indiana and our society at large.
Schedule:
- Monday - Friday, 8:00 am - 4:30 pm or 8:30 am - 5:00 pm
- Provide general administrative support for the Dean’s office and Office of Partnerships and Outreach and including ordering office supplies and computers; organizing office moves; managing the Dean’s calendar; scheduling college and CHESS Leadership meetings and collecting and distributing agendas; record and maintain minutes, respond to communications received via email and phone.
- Maintain and manage email
- Create and send letters on behalf of CHESS
- Manage Qualtrics survey/requests for services, or for soliciting input/feedback on initiatives and policy changes
- Facilitate Faculty Credentialing for concurrent enrollment courses/schools
- Prepare and monitor the flow of all necessary university process, including: Docusign application for processing purchasing cards, direct invoice vouchers, and extra duty pay forms; work with Purchasing and General Services in the vetting of contracts for college speakers; office relocations
- Update and enter Memorandum of Understanding (MOU)/Memorandum of Agreement (MOA) annually or as needed. This includes creation of MOU/MOAs, storage of these documents, follow renewal timelines, etc.
- Update and enter Background Checks within placement data system
- Support the Students and School Partnerships Coordinator in field/internship placements across the college. This includes initially collecting current partnerships that exist across departments and school within CHESS. Creating and maintaining a data system that includes all partnership information needed (e.g., duration of experience, requirements to be admitted into the experience, knowledge/skills developed during experience, etc.)
- Coordinate and arrange meetings based upon the master calendar.
- Provide support to department chairs and faculty, including the following: maintain schedule rooms for department meetings/presentations; set up video-conferencing (zoom) when needed.
- Maintain and update committee records and manage deadlines for areas such as Teaching Incentive Program (TIP), CHESS Scholarly Releases, Summer Scholarship Awards, Sabbatical, and Promotion and Tenure
- Maintain confidential college records, including policy documents and memoranda
- Full benefits – Medical, Dental, Vision, Short Term Disability, Retirement, Life Insurance and more
- Ten paid vacation days first year of employment
- Ten paid holidays
- University paid and matching contribution to retirement
- University contribution to Health Savings Account –
- Plus, a chance to earn more through participating in University Wellness Initiatives
- Employee Wellness Programs
- Paid Parental Leave
- Tuition remission for you, your spouse and dependent children at any Purdue campus
For more information on our excellent benefit package, please visit: https://www.pnw.edu/human-resources/benefits/
Purdue University Northwest (PNW) is a premier metropolitan university dedicated to empowering transformational change in our students and in our community. We offer two campuses serving approximately 8,800 undergraduate and graduate students. At PNW, we value academic excellence, support growth, and celebrate diversity.
PNW sits between Chicago’s skyscrapers and Lake Michigan’s sandy shores. You can have all the perks of a world-class city just a short drive away or enjoy the natural beauty of the Indiana Dunes National Park and Lake Michigan just 15 miles away.
- HS Diploma/GED
- Two years of experience providing administrative support including secretarial responsibilities
- Experience in higher education preferred
- Must have working knowledge of standard office procedures to provide support to the dean of the college and CHESS programs as well as the CHESS Office of Partnerships and Outreach and the CHESS Office of Accreditation and Assessment.
- Must have the ability to interface effectively with university administrators, faculty, staff, and the general university population.
- Must have excellent verbal and written communication skills as well as strong organizational and coordinating skills.
- Must have strong multi-tasking skills, the ability to prioritize and complete tasks in a timely manner while giving attention to detail and accuracy.
- Must be able to function professionally in a team environment with diverse groups, and have the ability to use good judgment in sensitive situations.
- Demonstrated proficiency with web-based applications. Microsoft Office Suite (including email and calendar), as well as database management systems required.
- This position is based primarily on the Hammond campus, but occasional travel to the Westville campus will be required.
Professional references will be verified prior to any offer of employment. Employment is contingent upon completion of successful background check along with a motor vehicle records check if applicable.
Purdue University Northwest is an EEO/AA employer fully committed to achieving a diverse workforce. All individuals, including minorities, women, individuals with disabilities, and protected veterans are encouraged to apply.
