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 & Engineering
Position Status:
Full-time
Hours:
Varied
Position Number: 002403/30-0471
FLSA Status: Non-exempt
POSITION
SUMMARY:
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. The
change is that the person will spend the majority of their time in the Dean’s
Office.
DUTIES AND
RESPONSIBILITIES:
Receive, screen and refer office walk-ins, telephone, and email.
Events, both
academic and social
Notify personnel
inside and outside of university regarding meetings, events, seminars.
Set-up Doodle
Polls
Orders catering
Makes room
reservations
Prepares seminar
schedules
Prepares
paperwork for honorariums for speakers.
Travel arrangements as needed.
Academic support:
Undergraduate
Research Program
Receives, tracks,
and communicates with approximately 2-300 applicants
Works with
Program Directors to plan events during the summer
Mentoring:
Takes minutes at
Faculty and Staff Meetings, preparing drafts of these minutes
Makes changes to
course schedule (times, caps, instructors, additional sections, etc
Coordinates departmental
tours for prospective students
Makes and sends
Qualtrics surveys
Process payroll
Utilizing
Services Portal for all related inquiries/ requests
Mail shipments
Prepare schedules for conference room and various common rooms as requested
Schedules, trains,
assigns and supervises work study students
Inventory and
replenish office supplies
Processes and pays
invoices
Completes other duties as assigned.
REQUIREMENTS:
Minimum 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:
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.
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.
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.