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Administrative Assistant- School of Pharmacy

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
Location: Pharmacy
Position Status: Full-time  (Grant Funded)                                          
Hours: Varied
Position Number: 010109
FLSA Status: Non-exempt



 This grant funded position that will be evaluated yearly.

This position is responsible for maintaining and monitoring financial data related to research accounts in the School of Pharmacy. Responsibilities include the following:

Prepares and distributes computer-generated monthly financial reports.

Analyzes, presents, and interprets the financial reports to the Principal Investigator, Financial Manager, and Director of Operations.

Assists in budget reconciliation, expense reimbursement, and grant reporting according to DU and funding agency guidelines.

Assists the PI with budget projections.

Responsible for the processing of orders, reconciliation of actual and encumbered expenditures, record-keeping, processing journal entries and budget modifications as needed, and providing status reports to the authorizer, the Financial Manager.

Provides regular budget monitoring to investigate charge variances with expected costs.

Assists the Principal Investigator and Financial Manager in monitoring grant end dates and reporting deadlines.

Serves as the liaison for research accounting and purchasing.

Provides all necessary information to the Human Resources Manager for hiring of grant-funded employees, including terms of employment, and detailed position descriptions.

Ensures that the School is in compliance with all accounting procedures.



Supporting faculty and the Finance Manager in post-award grant staffing, grant related purchasing, budget reconciliation, expense reimbursement, and grant reporting according to DU and funding agency guidelines.

Assisting faculty with pre-award tasks such as grant preparation and submission, working with faculty to develop and plan grant submission timelines and budgets within agency guidelines.
Monitoring budgets and reporting monthly to Grant PIs.

Administrative tasks including maintaining office-filing systems using software such as Microsoft Word, Excel, PowerPoint and Outlook; ordering laboratory and office supplies and equipment. 
Providing all necessary information to Human Resources Manager for hiring of grant-funded employees, including terms of employment, complete and accurate budget numbers and detailed position descriptions

Completes other duties as assigned.


Minimum qualifications:

Bachelor’s degree in accounting, finance or a related field from an accredited institution.

2+ years of experience in financial support roles.

Experience with financial reporting.

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:

Knowledge of grant and contract management and compliance regulations.

Strong organizational and multi-tasking abilities. 

Ability to work independently and as part of a team.

Excellent communication and interpersonal skills.

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.


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 (

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting 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.