Administrative Assistant - School of Science and Engineering
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: School of Science and Engineering
Position Status: Full-time
Hours: Varied
Position Number: 002403/30- 445
FLSA Status: Non-exempt
POSITION SUMMARY:
This position has two main purposes:
administrative support and office reception. The employee in the position will
to welcome visitors, students, faculty and staff to the office and accommodate
their requests. The position also provides administrative support in the areas
of event planning, academic support, and various office duties.
The position will serve the
Department of Biological Sciences (20%) and the Office of the Dean (80%). In
both offices, the person will welcome visitors to the office and provide direct
support. They will provide administrative academic support for school
committees, the undergraduate research program, course scheduling, departmental
email correspondence, and take faculty meeting minutes. The position is also
responsible for event planning, including room reservations, catering, travel
arrangements, processing expense payments, Chrome River, payroll, as well as
any other assigned additional duties.
DUTIES
AND RESPONSIBILITIES:
Receive, screen and refer office
walk-ins, telephone calls, and email
Events,
both academic and social
Notify
personnel inside and outside of university regarding meetings, events,
seminars
Set-up Doodle
Polls
Order
catering
Make room
reservations
Prepare
seminar schedules
Prepare
paperwork for honorariums for speakers
Travel arrangements as needed
Academic
support
Undergraduate
Research Program
-Receive,
track, and communicate with approximately 2-300 applicants
-Work with
Program Directors to plan events during the summer
Mentoring
Take minutes
at Faculty and Staff Meetings, preparing drafts of these minutes
Make changes
to course schedule (times, caps, instructors, additional sections, etc.
Coordinates
departmental tours for prospective students
Make and send
Qualtrics surveys
Other departmental
duties
Process
payroll
Utilizing
Services Portal for all related inquiries/ requests
Mail
shipments
Prepare
schedules for conference room and various common rooms as requested
Schedule,
train, assign and supervise work study students
Inventory and
replenish office supplies
Process and
pay invoices
Ensure frequent and timely follow-up communications,
proactively identify needs and resolve communication gaps
Take
pictures and videos at departmental events
Completes other
duties as assigned
REQUIREMENTS:
Minimum qualifications:
High School Diploma and prior work-related experience
Preferred qualifications:
Bachelor’s degree from an accredited institution
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:
Exceptional
interpersonal skills; able to interact effectively with students, faculty and
staff
Excellent customer
service and problem-solving skills
Self-motivated,
energetic and able to work independently as well as part of a team; accepts
responsibility with limited supervision
Proficient in information technologies,
and should display a willingness to learn new technologies relevant to the
position. These include Microsoft Office
applications (Word, Excel & PowerPoint), as well as querying and reporting
of specialized databases
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.