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Innovation One - Operations Assistant

Employee Type:
Full Time
Location: Angola, IN
Experience: A bachelor's degree or three years related experience and/or training or equivalent combination of education and experience is preferred. Proficiency in Microsoft Office is required, including Word, Excel, Power Point, Outlook, Access and Publisher.


Assists the Executive Director in the overall functions of Innovation One (i1) and its departments, while following the guidelines of the University. Performs general office functions to ensure accurate and reliable administration and operation of Innovation One.

Did you know: U.S. News and World Report ranks Trine among the Midwest's Best Colleges.

Essential Duties and Responsibilities


  • Creates and assists with all communication and correspondence, both internally and externally

  • Maintains and coordinates calendar of i1 executive director to arrange meetings and appointments, travel schedule and expense reports

  • Prepare complex presentations with graphics, other documents, and reports

  • Organize and update files, reference materials, and confidential/proprietary business information

  • Takes meeting notes at selected meetings and distributes appropriately

  • Trains and supervises student workers that assist with office duties

  • Assists in general upkeep of department, including displays and bulletins

  • Plans and coordinates i1 receptions and functions

  • Assists visitors, students and faculty when appropriate.

  • "On-Boards" and provides administrative supervisory guidance to all student employees of i1

  • Assists Career Services with the Symplicity system for job postings, resume/job      approvals, announcements, registration for events, updating system data

  • Schedule students and employers for on campus interviewing and information sessions

  • Support Career Service events

  • Assist in the Biomedical Engineering department

  • All other duties as assigned


  • Works closely with the business office to review financial records to ensure completeness and accuracy

  • Maintain department payroll and time clock through computer software

  • Assists and tracks all budget/requisitions and travel forms

  • Reconciles, prints and routes for approval monthly purchase card statements

  • Perform purchasing tasks for i1 departments, processes invoices for payment, and maintains records of purchases

  • Prepare and deliver quotes to customers based upon work specifications provided

  • Prepare and deliver invoices to customers

  • Maintain overall financial accounting records of i1

  • Maintain financial records by project


  • Maintains web profile for i1 working with Brand and Integrated marketing
  • Maintains i1 social media presence (Facebook, Twitter, etc.) working with BIM and Career Services

Project Management

  • Maintains Innovation One Projects database

  • Produce various reports as required from i1 database

  • Assists with grant applications and reports

  • Publishes i1 monthly newsletter with input from the marketing and development departments

  • Prepares faculty contracts and arranges payment to faculty

  • Prepares other constituent contracts for i1 as needed

Job Requirements

To perform this job successfully, a candidate will have excellent written and oral communication skills, and must be able to perform each essential duty. Customer service, retail sales and/or book-keeping experience desired. The candidate will be able to adapt to new technology and have good time management, organization and project management skills. Detail orientation is necessary. Previous administrative experience is preferred as is familiarity with databases. The ability to handle a fast-paced, emergent and multi-task work environment is essential. Must work well with people, and have the ability to maintain confidentiality with highly sensitive information. Candidate must be able to lift up to 40 pounds in the performance of duties.


  • Language Skills: Individual must be fluent with the English language.
  • Mathematical Skills: Individual must possess adequate mathematical skills.
  • Reasoning Ability: Individual must possess adequate reasoning skills.
  • Computer Skills: Individual must possess above average computer skills with various software applications relative to this position. Certificates, Licenses, Registrations: None required.
  • Other Skills and Abilities: Excellent communication and interpersonal skills are required.
  • Physical Demands: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Work Environment: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Trine University offers a comprehensive benefit package designed to provide a variety of choices to best fit your needs and the needs of your family. Benefits offered include:

  • Health – medical, dental, vision, prescription drugs, flex spending or HSA accounts.
  • Retirement – after one year of full-time service you are eligible for employer contribution of 5% and up to an additional 5% employer match.
  • Life Insurance – a variety of voluntary life options are available along with employee life insurance (1 ½ times annual salary)
  • Education – after 6 months of full-time service education benefits are available for employee, spouse, and dependent children.
  • Vacation and Sick Pay – in accordance with Trine's policy.

See plan documents for benefit details.


Salary will be based on qualifications.

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Trine University is an equal opportunity employer.  Applicants are considered for employment without regard to race, color, religion, sex, age, disability, national origin, genetic information, citizenship status, military status, or any other basis prohibited by law, unless such basis constitutes a bona fide occupational qualification.  Trine will comply with its legal obligation to provide reasonable accommodations to qualified individuals with disabilities and for religious beliefs.