Administrative Assistant II – Department of Political Science and Department of Sociology
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: College Hall
Position Status: Full-time
Hours: Varied
Position Number: 001644/30-439
FLSA Status: Non-exempt
POSITION
SUMMARY:
This position
serves two separate departments, the Department of Sociology and the Department
of Political Science. Under the general
direction of the Department Chairs for the Departments of Sociology and
Political Science, the Administrative Assistant II undertakes a wide range of business
and administrative tasks that may require considerable independence, judgement
and discretion. Individual must be detail-oriented, focused and
hard-working. The position manages the
department offices, provides support for faculty and students, and maintains
the department budgets.
DUTIES
AND RESPONSIBILITIES:
Responsible
for the fiscal management of each department (under the general oversight of
Chair). Manages each department’s main non-labor budget and monitors several
specialized budgets, including scholarships, gifts, endowments and grants. Prepares and tracks annual expense
projections and provides Chairs with regular budget updates of available
balances. Provides support to faculty
for grants and special projects. Assists
faculty with submission of expense reports. Makes department purchases and carries out processes to ensure timely
payments for vendors, speakers and student employees. Maintains detailed financial records and
reconciles transactions, including departmental procurement card reporting and
related activities.
Oversees creation of class schedules
each semester, and monitors student enrollments on an at-least-weekly basis.
Submits contract requests for adjunct faculty. Completes all course and
catalogue corrections/additions for each semester for the department, including
classroom accommodations, per Chair and faculty request/updates. Liaison
between department and other University offices including HR, AP, Registrar,
advisors for various schools, etc.
Handles faculty requests and works to
solve problems in the office, including maintaining supplies and
equipment. Compiles reports, makes
reservations, organizes room changes, etc. Hires, supervises and
mentors student aides so that they can support faculty efficiently (2.5 student
aides per department).
Maintains student records, assigning
mentors, comparing records and reconciling discrepancies. Helps identify
students eligible for department scholarships, honor society membership and
awards.
Maintains each department’s website.
Ensure each department has promotional materials such as 1-sheets. Regularly
updates department bulletin boards. Oversees promoting upcoming events,
under-enrolled courses and changes/innovations in the departments.
Supervises student employees only.
Completes other
duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Associate’s degree from an accredited institution.
Minimum of 3 years of work- related experience
is required.
Preferred
qualifications:
Bachelor’s degree
in business or a liberal arts discipline from an accredited institution is
preferred.
More
than 5 years of related work experience and 1 to 3 years of experience at
Duquesne University or another institution of higher education is preferred.
Experience at Duquesne or similar institution of
higher education with administrative, budgeting and technical skills could
substitute for a Bachelor’s Degree.
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:
Experience with
fiscal management, including basic
budgeting and accounting procedures is required. Advanced knowledge of
accounting principles is preferred.
Working knowledge of Microsoft Office
including Word, Outlook and Excel is required. Experience working with Google
productivity tools such as Documents, Adobe, Ingeniux and web management/design
software is preferred.
Strong verbal and written communication
skills is required.
The ability to interview, hire, train, mentor and supervise
student aides is required.
Willingness to take initiative. This
includes being proactive in learning necessary elements of the job, solving
problems as they arise in the office, and being flexible about changes to the
position’s responsibilities.
Planning and Time Management skills; The
ability to balance the demands of two departments, to manage multiple tasks
simultaneously, to establish priorities and to meet deadlines is required.
The ability to work independently in an
office in which supervisors are not always present, especially during the
summer is required.
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.