Administrative Assistant, Biomedical Affairs – College of Osteopathic Medicine
Salary: $21.98 - $24.73 per hour
Benefits: Generous benefits include paid time off including holidays and vacation,
retirement match, and tuition remission for employee and dependents. Details at www.duq.edu/benefits
Location: College of Osteopathic Medicine
Position Status: Full-time
Hours: Varied
Position Number: 000630/30-423
FLSA Status: Non-exempt
POSITION
SUMMARY:
This highly skilled
paraprofessional position requires the exercise of considerable initiative,
independent judgment, high-level administrative work, and discretion to support
and facilitate the roles of Associate Deans. The position reports to the
Associate Deans as assigned.
DUTIES
AND RESPONSIBILITIES:
Provides overall administrative support to the Associate
Dean(s) of the College of Osteopathic Medicine (COM):
Takes proactive initiative to support the daily
executive functioning of the Associate Deans.
Manages the Associate Dean(s)’ appointment calendar
and coordinates with others within the COM, University, and outside entities to
meet scheduling needs.
Assists in travel arrangements and related events.
Manages the Associate Dean(s)’ procurement card
according to established University policies.
Provides administrative support for the Associate
Dean(s)’ meetings including scheduling, taking meeting minutes, creating
agendas, compiling packets/slides/handouts, maintaining accurate contact lists
and communications, and tracking completion of follow-up tasks/action items.
Manages multiple and competing priorities and
schedules simultaneously.
Assists in projects related to the work of the Associate
Dean(s):
Takes responsibility for assigned projects, completing
related tasks, and identifying and implementing strategies to improve processes
and procedures related to the projects.
Develops and maintains standard operating procedures
(SOPs) for departmental processes and implementation of COM policies.
Creates and maintains accurate files related to the
departments, committees, events, and assigned projects.
Effectively communicates with members of the team to
ensure accurate record-keeping.
Facilitates timely completion of assigned tasks
through regular reminders and follow-ups ahead of deadlines.
Assists in the development of written and printed
materials for projects, accreditation, curriculum documents, events, etc.
Helps to maintain documents related to faculty and
staff within the Associate Dean(s)’ department.
Assists in the maintenance of the Associate Dean(s)’ budget:
Collaborates on budget oversight and record-keeping.
Provides regular monitoring and budget status reports.
Serves as a primary point of contact for the Associate
Dean(s) connecting with leaders and personnel from the University, outside
entities, and the COM:
Professionally represent the COM and the Associate
Dean(s).
Develop meaningful relationships while maintaining
confidentiality and discretion in communications.
Ensure frequent and timely follow-up communications,
proactively identify needs and resolve communication gaps.
Completes other
duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Associate degree in a related field
from an accredited institution and work-related experience as an administrative
assistant
Excellent
time management and organization skills
Strong
technical skills including Microsoft Outlook, Word, Excel, and PowerPoint, Telecommunications software (Ex: Zoom), Web-based software, Adobe PDFs
Ability
to work independently on complex and confidential issues
Experience
preparing reports
Excellent
communication skills
Knowledge
and experience in accounting and financial management principles
Ability to lift up-to 25 pounds. The position requires the ability
to travel and enter facilities that may not be ADA-compliant.
Preferred qualifications:
Bachelor’s degree from an accredited institution in business
administration or related field
Work-related experience as an administrative
assistant to a Dean, Associate Dean, or other executives in a
healthcare-related or medical education field
Demonstrated experience with, and understanding of, the broad
diversity of the University community (students, faculty, staff, and others).
Alternately, the
successful candidate may possess any equivalent combination of experience and
training, which provides the knowledge, skills and abilities required to
perform the essential job functions. This includes, but is not limited to, the
following:
Commitment to the University’s values of diversity, equity and inclusion, and
recognition of the importance of treating each individual with dignity and
respect consistent with the University’s Mission. Demonstrated experience with, and
understanding of, the broad diversity of the University community (students,
faculty, staff and others).
Ability to
establish and maintain effective working relationships with the University
Community.
Ability and willingness to contribute actively to the mission of the University
and to respect the Spiritan Catholic identity of Duquesne University. The
mission is implemented through a commitment to academic excellence, a spirit of
service, moral and spiritual values, sensitivity to world concerns, and an
ecumenical campus community.
APPLICATION
INSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact information
for three professional references.
Catholic in its mission and ecumenical in spirit, Duquesne University values
equality of opportunity as an educational institution and as an employer. We
aspire to attract and sustain a diverse faculty and staff that reflects
contemporary society, serves our academic goals and enriches our campus
community. We particularly encourage applications from members of
underrepresented groups and support dual-career couples through our charter
membership in this
region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).
We invite applicants for this position to learn more about our university and
its Spiritan heritage by
visiting http://www.duq.edu/about/mission-and-identity/mission-statement.
Those invited to campus for an interview may be asked about ways in which they
see their talents contributing to the continued growth of our community and
furthering its mission.
Duquesne University was founded in 1878 by its sponsoring religious community,
the Congregation of the Holy Spirit. Duquesne University is Catholic in
mission and ecumenical in spirit. Motivated by its Catholic identity,
Duquesne values equality of opportunity both as an educational institution and
as an employer.