Administrative Assistant

Administrative Assistant

Administrative Assistant - Innovation One

Angola, Indiana

 

Summary

Assists the Assistant Vice President in the overall functions of Innovation One (i1) and its departments (Industry Project & Partnerships, the MILL “Makerpsace”, Career Center, Center for Technical Training), while following the guidelines of the University.  Performs general office functions to ensure accurate and reliable administration and operation of Innovation One.

Essential Duties and Responsibilities

  • Maintains and coordinates calendar of i1 to arrange events, meetings, programs, travel schedule and expense report
  • Works closely with the business office to review financial records to ensure completeness and accuracy.
  • Perform purchasing tasks for i1, processes invoices for payment, and maintains records of purchases.
  • Prepare and deliver quotes to customers based upon work specifications provided.
  • Organize and update files, reference materials, confidentially agreements, and proprietary business information
  • Assist i1 Industry Project & Partnerships by
    • Tracking all necessary Intellectual Property Agreements, Liability Waivers, project documentation
    • Assist in managing individual project budgets
    • Purchase student project materials and supplies
    • Support external communication and project solicitation
    • Aid in transitioning completed projects from academic projects to industry sponsors
  • Support the MILL (Makerspace Innovation Learning Lab)
    • Tracking overall department spending & event spending to align with budget plan
    • Manage the departments Accounts Receivables
    • Assist with ideation of events and planning
    • Aid with the Graphic design of all marketing and outward materials for the department
    • Support with hosting and running events
    • Aid in resource forecasting to help plan future investment in student equipment

Aid the Center for Technical Training by:

    • Tracking overall department spending to align with budget plan
    • Manage department association membership and software licensing
    • Track all participant certifications and data
    • Manage the departments Accounts Receivables for events
    • Manage department supply needs and order supplies and event materials
    • Assist with planning and hosting all department events
    • Aid with the Graphic design of all marketing and outward materials for the department
    • Assist with all department metric tracking including but not limited to First Destination Data, Internship Data, and event data
    • Manage the departments digital marketing (website and social media)
  • Oversee i1 Community Programs; including but not limited to:
    • Innovation Challenge
    • School Outreach Activities
  • Support the Career Center by:
    • Tracking overall department spending & event spending to align with budget plan
    • Manage department association membership and software licensing
    • Manage the departments Accounts Receivables for events
    • Manage department supply needs and order supplies and event materials
    • Assist with planning and hosting all department events
    • Aid with the Graphic design of all marketing and outward materials for the department
    • Assist with all department metric tracking including but not limited to First Destination Data, Internship Data, and event data
    • Manage the departments digital marketing (website and social media)
  • Maintain web profile and social media presence for i1 working with Marketing and Communications Department
  • Track data and produce various reports as required for i1
  • Assist with grant applications and stewardship reporting
  • Serve as a point of contact for i1
  • Assist in coordinating department events
  • Other duties as assigned 

Education and/or Experience

A minimum high school or GED diploma required with a minimum of four years of administrative support/business administration experience or an associate’s degree preferred.

Outstanding Benefits

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
  • Financial Insurance – employer paid Long Term Disability and voluntary Short-Term Disability, Accident, Hospital Indemnity, and Critical Illness options are available
  • Life Insurance – a variety of voluntary life options are available along with employee life insurance (1½ 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

 

Salary

The salary is competitive and commensurate with experience and 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.