Administrative Assistant II - Sociology and Political Science
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: Sociology and Political Science
Position Status:
Full-time
Hours:
Varied
Position Number: 001644/30-0454
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 course s and changes/innovations in the
departments.
Other work as
assigned.
REQUIREMENTS:
Minimum qualifications:
Associates degree in a related field from an accredited institution.
3-5 years of
relevant work experience.
Preferred
qualifications:
Bachelor’s degree in a related field 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:
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.