Lead Administrative Assistant, Purdue Institute for Drug Discovery

The Purdue Institute for Drug Discovery (PIDD) Administrative Assistant is a key member of the drug discovery team and is involved in a wide variety of Institute-related, and DRUG building activities.  The main responsibilities of this position are as follows: 

• Serve as the liaison and first point of contact for PIDD and as the contact person for other University departments, off-campus contacts, and centers/institutes within Discovery Park.  Maintain a strong working relationship with University departments, other University entities, and off-campus contacts.  
• Assist the Institute Leadership (Director and Managing Director) by responding to questions, both verbal and written, using discretion when determining whether to respond, or to refer to the Institute Leadership or other appropriate staff for a response.  A high degree of confidentiality, diplomacy and professionalism is required due to the sensitive nature of the work.  Analyze systems, procedures and policies and take appropriate action to provide the most efficient management of administration and customer service.  Serve as backup during absence to PIDD staff including building manager’s responsibilities of receiving, processing and distributing packages (20-85 per day); distributing packing slips to proper ordering offices; usage of building security system; and handling emergency building maintenance requests.
• Maintain Institute website, building directory, faculty and student office space inventory and conference room scheduling calendar.  Perform other building/office tasks including creation of signage for display, guidance for audio/visual conference room equipment usage, and assistance with shared equipment (e.g. printers, kitchenette small appliances, etc.).  Order Institute supplies on Ariba or with Institute credit card. 
   

• Contribute to the Life Sciences monthly newsletter including soliciting information, coordination of contributing stories/information, creating message layouts, crafting visual aids, identifying funding opportunities, managing contact lists of 100’s of people, and distribution of newsletter.  
• Identify relevant drug discovery faculty activity for regular updates on website and social media platforms (e.g. Facebook, LinkedIn, and Twitter).
• Serve as the communications controller for PIDD including both internal communications and external social media communications (e.g. Facebook, LinkedIn, Twitter) including maintaining/update the PIDD website.
• Maintain and update the master communications email/contact lists for PIDD and all of life sciences.  Maintain and update any joint life science institutes social media and push events to University calendars (e.g.  Purdue University events calendar, Discovery Park events calendar, etc.).
• Assist with the creation of content, such as seminar flyers and other announcements.
   

• Develop and maintain a list of PIDD resident and affiliate faculty members, their areas of expertise, contact information, publications and other information.  
• Record and track faculty metrics such as publications, patents, and drug projects for Purdue’s drug pipeline for presentations and reports to the President.  Maintain and update PIDD email lists, Purdue drug pipeline, and PIDD’s “faculty book.” 
   

• Serve as a coordinator for meetings, conferences, visitors, etc.  Serve as point of contact and maintain schedule for all DRUG building conference rooms.  Organize site visits, conferences, seminars, retreats, symposiums, poster sessions, open houses, tours, and various meetings including making reservations, developing promotional materials, purchasing supplies, preparing site, cleaning site, ensuring payments (honorariums, reimbursements, etc.) are paid on time, distributing parking permits, preparing meeting materials, taking photographs during event, greeting attendees, and accompanying guests.
• Prepare agendas, attend and take minutes/notes at assigned meetings.  Track action items from all meetings and ensure action items are completed.  Represent PIDD at various meetings as assigned and record minutes. Report out relevant information obtained from these meetings to PIDD leadership. 
   

• Provide administrative support to the Managing Director in preparing large multidisciplinary proposals to be routed through the PIDD.  
• Provide administrative support for Institute corporate/foundation relations.  
• Provide administrative support for Institute fundraising efforts.  
• Act as liaison with external and internal advisory committee members, attend meetings, and take meeting minutes.  
• Track the status of recommendations from those committees.  
• Identify funding opportunities and maintain a list of current funding opportunities online.

• Maintain and organize Life Sciences shared drives where all institutes house metrics and other information.  

• Develop a strong relationship with the PIDD Business Office and develop efficient procedures for handling PIDD business.  
• Coordinate with Business Office on expenditures and reimbursements.  
• Handle PIDD credit card requests and usage.  
• Utilize Ariba to order Institute supplies and equipment.  

• Perform travel functions for PIDD leadership (Director and Managing Director) including travel arrangements, itineraries and travel expense reports utilizing the CONCUR travel system.
   

• HSD/GED
• Four (4) years of experience in an administrative support role
• Excellent written, verbal and interpersonal communication skills
• Strong organizational skills
• Advanced computer and related software skills, including: Word, Excel, PowerPoint, Outlook, Internet, etc.
   

• Purdue's Benefits Summary
• Purdue will not sponsor employment authorization for this position  
• A background check will be required for employment in this position
• FLSA: Non-Exempt (Eligible For Overtime)
• Retirement Eligibility: Non-exempt Defined Contribution Plan
• Purdue University is an EOE/AA employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply