Administrative Assistant, Lead
: Job Details :

Req Id: 33509

Job Title: Administrative Assistant, Lead

City: West Lafayette

Job Description:

Job Summary

We are looking for a highly motivated administrative assistant, who wants to support an innovative new center at Purdue University, called AIDA3, to be launched in January 2024. AIDA3 mission is to produce breakthrough innovations focused on AI for digital, autonomous and augmented aviation. The vision is to transform aerial transportation with autonomous aerial vehicles using AI/ML. The administrative assistant will provide high-level administrative support for AIDA3, bringing together faculty from different disciplines, professional software engineers, along with students and post-doc. She/he will independently perform non-routine administrative functions exercising discretion, such as coordinate events, conduct searches for information, or prepare reports. She/he may also draft and edit correspondence with internal and external partners and broader audiences of AIDA3, create promotional materials or presentations, and monitor operating budget and maintain financial records. Further, she may also handle non-routine inquiries and issues from internal and external sources and provide functional or administrative supervision over other support positions, such as students hired for administrative support.

About Us:

When you join Purdue University, you join a community that keeps moving forward. For more than 150 years, we've been known for not only our groundbreaking work in STEM research, but also for our collective imagination, ingenuity and innovation.

What Sets Us Apart:

AIDA3, a new multidisciplinary research center founded by Purdue University and an innovative UAV company from UK - Windracers.org - is looking for an assistant to help with the administration of the center. AIDA3's mission is to produce breakthrough innovations focused on AI for digital, autonomous and augmented aviation. The administrative assistant will provide administrative support to Artificial Intelligence for Digital Aviation (AIDA) Scientific Director, Managing Director and faculty. Major responsibilities include maintaining calendars, scheduling meetings and events, arranging travel, processing incoming queries, assisting with scheduling, and interaction with faculty, and students. The person in this role is expected to follow office operating procedures, work as a team with other office staff, and coordinate with other office administrators and academic advisors. The assistant will work using state-of-the-art tools and instruments, used in high-tech and software settings, such as virtual collaboration tools (slack, MS teams, etc.), filesharing systems (e.g. Gdrive, box.com, etc.), mailchimp for mass mailing, Microsoft and Google office suite (Microsoft word, Google docs, Microsoft PPT, Google Slides). Further, she/he will engage with social media using tools like Twitter, Facebook, Instragram, etc. She will also manage the content of the website of AIDA3 using a content management system of a static website. She may also use the Adobe suite or figma to prepare promotional material (e.g. flyers etc.).

What We Are Looking For :

Education and Experience:

* Requires a high school diploma/GED.

* Minimum of 4 years of experience in an administrative support role.

Skills Needed:

* Excellent written, verbal and interpersonal communication skills.

* Ability to handle frequent interruptions, balance multiple tasks, meet deadlines, and maintain confidentiality.

* Strong organizational and time management skills and attention to detail.

* Advanced computer and related software skills (see details above)

* Collaborate and communicate with individuals at all levels within and external to the university to support department needs.

* Interpret policies and procedures to proactively resolve issues or improve processes.

* Identify problems and implement or recommend solutions.

* Drafting, proofreading and editing skills.

* Ability to lead others and provide direction and constructive feedback

* Basic knowledge of academic writing and citation standards (e.g. APA style)

* Social media literacy (twitter, etc.)

What We Would Like You To Know:

All new hires will be expected to follow Protect Purdue

Purdue University will not sponsor employment authorization for this position

A background check will be required for employment in this position

FLSA: Exempt (Not Eligible for Overtime)

Retirement Eligibility: Defined Contribution Waiting Period

Benefit Statement: Purdue University offers a substantial Benefit Package including medical, dental, and vision insurance as well as a generous paid time off package for sick and vacation days

Career Stream

Administrative and Operational Support 4

Pay Band S055

Job Code#20002332

Link to Purdue University's Compensation Guidelines:

Who We Are:

Purdue is a community built on collaboration, with global perspectives, Boilermaker pride and endless opportunity to live, learn and grow. Join us and contribute to our culture.

Purdue University is an EOE/AA employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.

Apply now

Posting Start Date: 9/18/24