Administrative Assistant, Mechanical & Civil Engineering

The Mechanical and Civil Engineering Department at Purdue University Northwest is seeking an Administrative Assistant.  This role involves providing administrative support to Department Chair, Graduate Program Director, faculty members, technician, and students in the department, facilitating communication, and managing day-to-day tasks to help the department function smoothly. The Administrative Assistant is responsible for handling various clerical and organizational duties, maintaining records, and assisting with special projects as needed. The successful candidate will handle administrative tasks, including, but not limited to, organization of student conduct hearings, managing Purchasing Card operations, paying invoices, and placing orders via the Ariba system.

Schedule:

• Monday - Friday 8:30 am - 4:30 pm

Pay:

• $17.00 - $22.00/hour

• Scheduling appointments and meetings, coordinating departmental calendars and assisting with time management
• Reviewing and auditing all incoming documents following-up on items needing further clarification
• Analyzing information, summarizing results, and developing recommendations as appropriate
• Serving as principal functional liaison between the Department Head, Graduate Advisor, faculty, staff, and students, other University offices and external stakeholders
• Assisting students with inquiries, forms, and general information about the department
• Managing student records, including enrollment, grades, and course schedules
• Helping with the registration process and course-related administrative tasks
• Processing Payroll and Human Resource documents for Limited Term Lecturers, Student Workers (Teaching and Research Assistants), and Hourly Paid Student Workers
• Assisting with hiring Student Workers for faculty, coordinating training sessions, and providing indirect supervision
• Assisting faculty members with admin tasks such as travel arrangements, reimbursements, research lab management, and conference registrations,
• Coordinating and distributing course materials, syllabi, and exams, assisting with course scheduling and workload reporting
• Ordering parts needed for labs, senior design projects, student research, and faculty research as well as other procurement of supplies, equipment, and services
• Assisting with departmental budgets, tracking expenses, and processing financial transactions, reports and budget planning
• Drafting and editing departmental announcements, newsletters, and reports
• Managing the department's social media presence and website content
• Planning and organizing departmental meetings, seminars, and special events
• Handling event registration, catering arrangements, room bookings and other logistics for invited visitors
• Overseeing the organization and tidiness of the departmental office space and labs

• 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.

• Requires a high school diploma/GED

• Minimum of two years providing administrative support required
• Ideal candidate will have previous experience working in a college environment

• Proficiency in office software applications
• Strong organizational skills and attention to detail
• Excellent communication and interpersonal skills
• Ability to prioritize tasks and work efficiently in a fast-paced environment
• Discretion and the ability to handle confidential information

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.