Administrative Assistant II – Department of Philosophy
Salary: Commensurate with experience
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: Department of Philosophy
Position Status: Full-time
Hours: Varied
Position Number: 001631/30-425
FLSA Status: Non-exempt
POSITION
SUMMARY:
Reporting to the Philosophy Department Chair, the Administrative Assistant II
undertakes a broad range of business and administrative tasks that require
considerable initiative, judgment, focus, timeliness, and discretion. The
position serves as the initial point of contact for the Philosophy Department,
managing the department office, assisting with the day-to-day department
operations, and providing administrative support to faculty and graduate
students. It involves a range of responsibilities in fiscal management, support
for faculty and graduate student teaching and scholarship, as well as general
departmental communication (including website maintenance and social media)
DUTIES
AND RESPONSIBILITIES:
The position serves as
the initial point of contact for the Philosophy Department, managing the
department office; assisting with day-to-day department operations; assisting
with long-term operations and recruitment activities; overseeing student aides;
providing institutional information and support for students and faculty; and
related activities.
The position
supports teaching and research activities by faculty members, adjunct
instructors, and graduate students, including classroom activity; organization
and reimbursement for conference and research travel; faculty and student event
planning (including conferences, colloquia, and visiting speakers); regular
onboarding and payroll processing for adjuncts, graduate assistants, and
stipend-funded PhD students; and related activities.
The position
provides administrative support for the Chair, Director of Graduate Studies,
Director of Undergraduate Studies, Internship Director, Director of the French
minor, and Philosophy-based student organizations. This includes semester
course scheduling; course enrollment management; data collection for program-
and curricular-review and assessment; long-term goal planning and execution;
alumni relations; maintaining records for student advisement, degree
requirements, and department accomplishments; report production; and related
activities.
The position
is responsible for fiscal management of the department (under the general
oversight of the Chair), including budget monitoring, financial planning,
record-keeping, and expense reimbursement. This involves managing all department
budgets; preparing and monitoring annual expense projections and providing the
chair with monthly budget updates of available balances; providing support to
faculty and graduate students for grants and special project budgets and to
student organizations with deposits and expenditures; reviewing expense reports
for accuracy prior to chair approval; making department purchases ranging from
office supplies to faculty technology; maintaining detailed financial records
and reconciling transactions, including departmental procurement card
reporting; and related activities.
The position
oversees online departmental communication, publicity, and marketing (under the
general oversight of the Chair). This includes: actively maintaining the
department website; regularly posting to department social media accounts;
producing the annual program newsletter; assisting the Chair, Director of
Graduate Studies, and Director of Undergraduate Studies with data collection
and student surveys; maintaining alumni relations; general communication with
faculty and students; and related activities.
The position
involves maintaining strong working relationships with administrators and staff
in a variety of University offices, including: the Liberal Arts Dean’s Office,
Liberal Arts College Office and success coaches, Academic Affairs, the
Registrar’s Office, Financial Aid, Finance, Payroll, Human Resources, Global
Affairs, Facilities, other departments in Liberal Arts, the Honors College, and
other offices as needed.
Completes other
duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Bachelor’s degree from an accredited institution and 1-3 years of work-related experience.
(4 years of substantially related work may substitute for the degree
requirement, providing it demonstrates an equivalent combination of
experience and training that provides the knowledge, skills, and abilities
required for the position as listed.)
Preferred qualifications:
3 or more years of work-related experience.
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:
Strong organizational skills, including:
attention to detail, independent problem-solving, time-management,
prioritization, accuracy, and adaptability.
Strong interpersonal and
communication skills (the position requires extensive engagement with faculty,
students, and staff), including: clarity, collaboration, responsiveness,
diplomacy, and discretion.
Fiscal management, including:
budgeting, expense projection, account reconciliation, expense reimbursement,
and regular financial reporting.
Event-planning skills (both
individually and as part of a team).
Significant experience with and comfort
operating computer-based systems for data management, report preparation,
content management, and communication, specifically Microsoft Office (including
budgeting and data management in Excel, group messaging to a complex variety of
lists in Outlook, and detailed document formatting in Word), Adobe Acrobat or
equivalent PDF editing software, Zoom or equivalent online-meeting systems, as
well as Facebook and Instagram or equivalent social media platforms.
Demonstrable ability to quickly learn
and utilize new technologies relevant to the position, currently including:
OMNI web-platform design system, Oracle Banner (and specifically Banner
Finance) web-based data-management platform, Canvas learning management
platform, Microsoft Teams collaborative workspace platform, and Chrome River
expense-reimbursement platform.
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.